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TABLE OF CONTENTS
1 INTRODUCTION .................................................................................................... 1
1.1 GENERAL INFORMATION .................................................................................... 1
1.2 VISION STATEMENT AND VALUES ......................................................................... 1
1.3 OBJECTIVES................................................................................................... 1
1.4 SCOPE .......................................................................................................... 2
1.5 TERMS USED IN THE MANUAL .............................................................................. 2
2 CUSTODY AND REVISION ........................................................................................ 10
2.1 CUSTODY AND CONTROL .................................................................................. 10
2.2 REVIEW PROCESS ........................................................................................... 10
3 ROLES & RESPONSIBILITIES..................................................................................... 11
3.1 FISCAL ROLES................................................................................................ 11
3.2 FISCAL RESPONSIBILITIES ................................................................................. 11
4 ACCOUNTING STANDARDS AND SIGNIFICANT ACCOUNTING POLICIES & PRINCIPLES................ 13
4.1 INTERNATIONAL ACCOUNTING STANDARDS ........................................................... 13
4.2 ACCOUNTING POLICIES .................................................................................... 14
4.2.1 Reserve for Development Works .................................................................... 14
4.2.2 Ijarah .................................................................................................... 15
4.2.3 Grants ................................................................................................... 15
4.2.4 Property, Plant and Equipment...................................................................... 15
4.2.5 Capital Work in Progress.............................................................................. 16
4.2.6 Investment in Associated Undertakings ............................................................ 16
4.2.7 Investment in Subsidiary.............................................................................. 16
4.2.8 Stores, Spare Parts and Loose Tools ................................................................ 16
4.2.9 Trade Debts ............................................................................................. 17
4.2.10 Cash and Cash Equivalents ........................................................................... 17
4.2.11 Revenue Recognition .................................................................................. 17
4.2.12 Hydel Levies ............................................................................................ 17
4.2.13 Taxation ................................................................................................. 17
4.2.14 Staff Retirement Benefits ............................................................................ 17
4.2.15 General Provident Fund and WAPDA Welfare Fund. ............................................. 17
4.2.16 Foreign Currencies..................................................................................... 18
4.2.17 Financial Assets ........................................................................................ 18
4.2.17.1 Initial Recognition ........................................................................................... 18
4.2.17.2 Subsequent Measurement .................................................................................. 18
4.2.17.3 Financial Assets at Fair Value Through Profit or Loss .................................................. 18
4.2.17.4 Loans and Receivables ...................................................................................... 18
4.2.17.5 Held-to-Maturity Investments .............................................................................. 18
4.2.17.6 Available-for-Sale Financial Assets........................................................................ 19
4.2.18 Financial Liabilities .................................................................................... 19
4.2.18.1 Initial Recognition and Measurement ..................................................................... 19
4.2.18.2 Subsequent Measurement .................................................................................. 19
4.2.18.3 Financial Liabilities at Fair Value Through Profit or Loss.............................................. 19
4.2.18.4 Financial Liabilities at Amortised Cost ................................................................... 20
4.2.18.5 Derecognition ................................................................................................ 20
4.2.18.6 Offsetting of Financial Assets and Financial Liabilities ................................................ 20
4.3 ACCOUNTING PRINCIPLES ................................................................................. 20
4.3.1 Historical Cost Principle .............................................................................. 20
4.3.2 Matching Principle ..................................................................................... 20
4.3.3 Full Disclosure Principle .............................................................................. 20
4.3.4 Accrual Basis............................................................................................ 20
9.1.1 Responsibility........................................................................................... 67
9.1.2 General Instructions ................................................................................... 67
9.1.3 Internal Control ........................................................................................ 67
9.1.4 Accounting for Receivables Written Off............................................................ 68
9.1.5 Aging of Accounts Receivable ........................................................................ 68
9.1.6 Reconciliation and Review ........................................................................... 68
9.1.7 Division of Responsibility ............................................................................. 69
9.1.8 Minimum Prescribed Information.................................................................... 69
9.2 ADVANCES.................................................................................................... 70
9.2.1 Scope .................................................................................................... 70
9.2.2 Responsibility........................................................................................... 70
9.2.3 Basic Procedure and Guidelines ..................................................................... 70
9.2.4 Travel Advances........................................................................................ 71
9.2.5 Monitoring Advances .................................................................................. 71
9.2.6 Miscellaneous Advances............................................................................... 71
9.2.7 Review ................................................................................................... 72
9.3 DEPOSITS ..................................................................................................... 72
10 TRADE DEBTORS ............................................................................................... 74
10.1 GENERAL................................................................................................... 74
10.2 PROVISION FOR DOUBTFUL DEBTS .................................................................... 74
10.3 WRITE OFF OF UNCOLLECTIBLE ACCOUNTS ........................................................ 74
10.4 CORRECTION OF ERRORS ............................................................................... 74
10.5 AGING OF TRADE DEBTORS ............................................................................. 74
11 STORES & STOCKS INVETORY ............................................................................... 76
11.1 STORES INVENTORIES ................................................................................... 76
11.2 STOCK CODING ........................................................................................... 76
11.3 STOCK CODES ............................................................................................. 77
11.3.1 Group Level ............................................................................................. 77
11.3.2 Control Level ........................................................................................... 77
11.3.3 Sub Control Level ...................................................................................... 78
11.3.4 Subsidiary Account Level ............................................................................. 78
11.3.5 Responsibility........................................................................................... 78
11.4 STORE PROCUREMENT .................................................................................. 78
11.5 STORE KEEPING .......................................................................................... 79
11.6 STORE ACCOUNTING..................................................................................... 79
11.7 ACCOUNTING/PRICING OF MATERIAL PURCHASED/ACQUIRED ................................... 79
11.7.1 Local Purchases Through Tender / Quotation. .................................................... 79
11.7.2 Purchase Through Purchase Committee or Petty Advances ..................................... 80
11.7.3 Material Indented from other WAPDA Formations ................................................ 80
11.7.4 Foreign Material Purchase ............................................................................ 80
11.8 PRICING OF STORE RETURNED BY MAINTENANCE SECTIONS. .................................... 80
11.8.1 Un-Used Material ...................................................................................... 81
11.8.2 Defective/ Damaged Material ....................................................................... 81
11.8.3 Scrap for Disposal. ..................................................................................... 81
11.9 RECORDING OF INVENTORY ............................................................................ 82
11.10 ISSUE OF MATERIAL FROM STORE. .................................................................... 82
11.10.1 Issue of Consumable Material ..................................................................... 82
11.10.2 Issue of Spare Parts ................................................................................. 83
11.10.3 Issue of T&P.......................................................................................... 83
11.10.4 Issue of Store to other WAPDA Formations. .................................................... 83
11.10.5 Issue of Scrap for Disposal. ........................................................................ 83
11.10.6 Issued Material Account ............................................................................ 84
11.11 PHYSICAL VERIFICATION OF STORE INVENTORY ................................................... 84
11.12 FUNDING, PRICING AND ACCOUNTING OF FOREIGN PURCHASED MATERIAL................... 84
1 INTRODUCTION
1.1 GENERAL INFORMATION
This Accounting and Financial Reporting Manual has been compiled to provide
guidance to the employees of the Water and Power Development Authority
(WAPDA) on all major areas of the accounting and financial reporting process. This
manual lays down comprehensive policies and procedures to be followed by the
Finance and Accounts WAPDA and the Accounting Units within the formations. It
includes the relevant portions/recitals from the existing Accounting Manual being
used by the Authority, as well as, some new chapters to bring it in-line with latest
best practices. The policies stated herein are minimum requirements under normal
conditions and are intended to assist the accounting personnel in the preparation
of accurate and reliable financial information and its reporting to the management.
1.3 OBJECTIVES
better understanding amongst the staff members with regard to the performance
of their duties.
The main objective of this manual is to provide the Budget and Accounts staff with
a ready reference guide that helps the users of this manual with understanding
standard policies and procedures for efficient and effective performance of their
accounting and finance duties.
After the implementation of this manual, the Budget and Accounts staff shall
become fully conversant with all aspects of the accounting and financial reporting
function of WAPDA.
1.4 SCOPE
This manual shall be reviewed and approved by WAPDA Authority from time to time
or as and when need arises.
The policies and procedures prescribed in this manual shall apply to all accounting
and finance related matters of WAPDA.
Terms Description
Terms Description
various types of financial transactions,
including, but not limited to Sale of power,
deposit works, and services rendered.
Terms Description
at the bank.
Terms Description
cash/cheque disbursement purpose.
Terms Description
Terms Description
Terms Description
payable) who have furnished
resources/services to WAPDA.
Terms Description
presented to the bank where the account is
maintained.
The Authority is the principal administrative body of WAPDA. The Member (Finance)
shall be responsible for compliance of all fiscal matters of WAPDA with applicable
laws, policies and regulations as may be devised by the Authority.
The Member concerned shall be overall responsible for the management of the
respective wing of WAPDA. The role and functions of the Members are as defined in
the WAPDA Act. However, in respect of financial management, the Members may
nominate other officers of the Authority to represent them on various committees
of WAPDA.
The employee of a WAPDA formation shall be responsible for performing fiscal
activities in WAPDA in accordance with their designations, roles and responsibilities
as prescribed in the Book of Financial Powers for WAPDA.
The following fiscal responsibilities are set forth to facilitate financial management
with the recognition that a financial management system is sound in design.
Therefore, it is important to recognize that WAPDA management shall carry out
these financial management responsibilities in order to prevent fiscal misconduct
and other errors, and where prevention is not achieved despite the Employees
reasonable efforts, to provide for timely detection and reporting:
i. WAPDA, through its training unit, shall provide training and development
support to fiscal roles and responsibilities.
ii. All Fiscal Employees are entrusted with the responsibility of preserving
WAPDA resources and using those resources in a prudent manner for their
designated purposes, as provided by policies, laws, regulations, rules,
contracts, grants, and donor agreements wherever applicable.
iii. Fiscal Employees who personally participate in a fiscal transaction have the
following fiscal responsibilities as appropriate to their level of involvement:
a) Personal participation is required by at least two individuals in every
transaction.
b) Personal participation is evidenced and certified on each transaction by
a signature on the fiscal transaction.
c) Ensuring that the fiscal transaction:
1. Has proper authorization, including requisite supervisory checks.
2. Results in no violation of the applicable conflict of interest policy or
law.
3. Has adequate availability of budget allocated or otherwise
available within regularly approved budgets to cover it (specific
to expenditures).
4. Occurs after reasonable consideration of the effect/impact on
WAPDA.
5. Is in accordance with all WAPDA and other applicable policies,
laws, regulations, and rules, and contracts, grants and donor
agreements.
iv. Ensuring that the fiscal transaction is recorded in WAPDAs accounting
system:
a) In a timely manner.
b) In the accounting period to which it relates.
c) Using adequate descriptions of transactions and correct account code.
d) In accordance with all other WAPDA accounting policies.
5. WAPDA prepares its financial statements on accrual basis. The water and
coordination wings are not engaged in any commercial activity as main line
of business. The power wing (Hydroelectric) is engaged in generation and
sale of electricity from hydel sources on purely commercial basis. WAPDA
Hydroelectric falls under the definition of Government Business Enterprise
(GBE), as defined in IPSAS 1. However whenever Authority decides to
consolidate its financial statements the issue of applications of the IPSAS
will be addressed accordingly.
Accounting policies are the specific principles, basis, conventions, rules and
practices applied by an entity in preparing and presenting its financial statements.
Some of the significant accounting policies which are applied in the preparation
and presentation of financial statements are given hereunder:
Reserve for development works refers to specific reserves created from retained
earnings by WAPDA. This reserve is used for the construction of new/ongoing hydel
power development projects through Annual Development Plans of the GoP.
4.2.2 Ijarah
The Ijarah refers to an arrangement where payments made on agreed time as rent.
Ijarah payments for Ijarah agreements are recognized as an expense in the income
statement on a straight line basis spread over the term of the Ijarah in line with
the provision of IFAS 2 -Ijarah.
4.2.3 Grants
Grants may be of two types: against specific expenses or for specific assets. When
the grant relates to an expense item, it is recognised as income over the period
necessary to match the costs that it is intended to compensate. Where the grant
relates to an asset, it is recognised as deferred income and charged to income in
equal amounts over the expected useful life of the related asset.
In case of non-monetary grants (grants in kind), the asset and the grant are
recorded at nominal amounts and recorded in the income statement over the
expected useful life of the relevant asset by equal annual installments.
1. Property, plant and equipment except freehold land and certain assets disposed
off and leased back during previous years are stated at cost less accumulated
depreciation and any identified impairment loss. Freehold land is stated at
cost.
5. The carrying amounts of the assets are reviewed on regular basis to determine
whether there is any indication of impairment. If such indication exists, the
recoverable amount of such asset is estimated. An impairment loss is
recognized wherever the carrying amount of the asset exceeds its recoverable
amount. Impairment losses are recognized as loss in profit and loss account. A
6. Depreciation for the year is based on economic useful life of individual assets.
Depreciation at full rate is charged in the month of purchase/completion and
no depreciation is charged in the month of disposal. No depreciation is to be
charged when an asset is fully depreciated.
Stores are valued at moving average cost method, except items in transit which are
stated at cost comprising invoice value plus incidental charges thereon.
Stores in transit are valued at invoice value plus other charges incurred thereon.
Trade debts and other receivables are carried at original invoice amount less an
estimate for doubtful trade debts and other receivable based on review of
outstanding amounts at the year end. Balances considered bad and irrecoverable
are written off when identified.
For the purpose of cash flow statement cash and cash equivalents comprise of cash
in hand, cash at bank and short term highly liquid investment, that are readily
convertible to known amount of cash and which are subject to an insignificant risk
of change in value.
Hydel levies include net hydel profit payable to the provinces as per instructions of
the Federal Government; water charges payable to Governments of Azad Jammu &
Kashmir and Gilgit Baltistan; and IRSA charges, levied by GoP. These levies are
recognized in the profit and loss account as operational expense.
4.2.13 Taxation
Any income of the Pakistan Water & Power Development Authority (WAPDA)
established under the Pakistan Water & Power Development Authority Act 1958 is
exempt from income tax under clause-66(xvi) of the Second Schedule of (Part-I) to
the Income Tax Ordinance 2001.
WAPDA operates its own post retirement, pension, free electricity and medical
benefits scheme for its employees. The liabilities in NEPRA regulated business for
current and retired employees are determined by consulting the actuaries on the
basis of actuarial valuation. Contributions towards these funds are made on the
basis of actuarial valuation and are presently charged to income.
WAPDA operates self contributed General Provident Fund and WAPDA Welfare Fund
for its employees. Deductions are made from the salaries of the employees and
remitted to the funds.
Foreign currency transactions are recorded using the rate of conversion applicable
on the date of transaction. All monetary assets and liabilities in foreign currencies
are translated at exchange rates prevailing at the balance sheet date except in the
case of foreign currency loans covered by the State Bank of Pakistan's Exchange
Risk Coverage Scheme which are translated at the rates provided under the
scheme, exchange differences for the period up to the date of commissioning of
assets financed out of foreign currency loans are capitalized to the extent they are
eligible for capitalisation. All other exchange differences are charged to income
statement.
Financial assets within the scope of IAS 39 are classified as financial assets at fair
value through profit or loss, loans and receivables, held-to-maturity investments,
available-for-sale financial assets, as appropriate.
Financial assets are recognized initially at fair value plus, in the case of
investments not at fair value, through profit or loss, directly attributable
transaction costs.
Financial assets at fair value through profit or loss include, financial assets held for
trading and financial assets designated upon initial recognition at fair value
through profit or loss. Financial assets are classified as held for trading if they are
acquired for the purpose of selling in the near term. Financial assets at fair value
through profit and loss are carried in the balance sheet at fair value with gains or
losses recognized in the income statement.
Financial liabilities within the scope of IAS 39 are classified as financial liabilities at
fair value through profit or loss, loans and borrowings, or as derivatives designated
as hedging instruments in an effective hedge, as appropriate. All financial
liabilities are recognised initially at fair value and in the case of loans and
borrowings, plus directly attributable transaction costs.
Financial liabilities at fair value through profit or loss includes financial liabilities
held for trading and financial liabilities designated upon initial recognition as at
fair value through profit or loss.
Financial liabilities are classified as held for trading if they are acquired for the
purpose of selling in the near term. This category includes derivative financial
instruments entered into by WAPDA that are not designated as hedging instruments
in hedge relationships as defined by IAS 39. Separated embedded derivatives are
also classified as held for trading unless they are designated as effective hedging
instruments.
Gains or losses on liabilities held for trading are recognised in the income
statement.
After initial recognition, interest bearing loans and borrowings are subsequently
measured at amortised cost using the effective interest rate method. Gains and
losses are recognised in the income statement when the liabilities are
derecognised.
4.2.18.5 Derecognition
A financial asset and a financial liability is offset and the net amount is reported in
the balance sheet if WAPDA has legal enforceable right to set off the recognized
amount and intends either to settle on a net basis or to realize the assets and
settle the liability simultaneously. Corresponding income on assets and charge on
liability are reported at net amount.
Some of the accounting principles that may be applied in the preparation and
presentation of WAPDAs financial statements are depicted in the following
diagram:
The value of WAPDA assets shall reflect the original cost of those assets under the
historical cost principles, less applicable depreciation or amortization. Historical
cost provides the actual cost of the asset at the time of its acquisition.
The WAPDA shall recognize the revenue earned and expenditure incurred in the
income and expenditure statement on the basis of a direct association between the
income earned and the costs incurred to earn that income.
Any information, whether or not strictly financial, that is relevant to the business
and may have a future impact, must be disclosed.
The financial statements are prepared on the assumption that WAPDA is a going
concern and will continue in operation for a foreseeable future.
4.4.1 Understandability
4.4.2 Relevance
4.4.3 Materiality
The financial statements should present all information which is material within
the context of the financial information reflected in the financial statements for
the benefit of the users.
4.4.4 Reliability
The information reflected in the financial statements must represent faithfully the
transactions and other events, it either purports to represent or could reasonably be
expected to represent.
The financial statements should faithfully present the transactions and other events
relating to the business activities in accordance with their substance and economic
reality and not merely their legal form.
4.4.7 Neutrality
4.4.8 Prudence
4.4.9 Completeness
4.4.10 Comparability
The financial statements should be prepared in a manner that the financial results
of one year can be easily compared with the results of the previous years. The
users must be able to compare the financial statements of WAPDA in order to
identify trends in its financial position and performance over a number of years.
4.4.11 Timeliness
5 CHART OF ACCOUNTS
5.1 GENERAL
The chart of accounts includes account codes for general ledger activity and
account codes for subsidiary ledger entries with a purpose to accumulate all
financial transactions of WAPDA.
The Office of the General Manager (Finance) shall develop and maintain the Chart
of Accounts of the respective wing of WAPDA. Initially chart of accounts are to be
maintained by accounting units at the subsidiary account level which accumulates
them into consolidated chart of accounts which are then eventually sent to
respective GM Finance. The account codes in the chart of account will allow the
respective accounting unit to track the revenues and expenses.
All payments/receipts and journal vouchers, cheque requisitions, inter-formation
transfers, purchase orders, invoices, and other accounting paperwork must be
properly coded with the proper Account code, and Sub-Account code, so that
transactions can be properly tracked and communicated/recorded.
The account coding system:
i. Provides uniformity in the coding of accounts in group level and control level
in all wings of WAPDA.
ii. Provides greater capability for generating financial information for
management reports, cost analysis, etc.
iii. Provides a method to meet the record keeping requirements of the funding &
granting agencies as well as to generate more meaningful information for
improved budget and expenditure reporting.
iv. Creates a sound base for WAPDA accounting systems and the development of an
effective program by utilizing electronic data processing equipment.
The account code shall appear on all financial reports produced by the automated
accounting system of WAPDA and will also be used on personnel and payroll forms,
procurement requests, purchase orders, funds advance, and other documents of a
financial or budgetary nature affecting WAPDAs accounts. The account codes
provide a means of interpreting and classifying data into an abbreviated and
condensed form.
The chart of account is attached as Annexure-2
5.2 RESPONSIBILITY
i. Description of transaction
ii. Head of Account
iii. Proposed code
Any change or amendment in accounting codes shall be made only after the
approval of respective GM Finance who ensures that the chart of accounts is
consistent with the coding structure of respective wing of WAPDA.
All opening of new codes or amendments once approved by respective GM Finance
shall be processed in the Automated Accounting Software and an updated chart of
account generated.
WAPDA shall be using automated accounting software to record accounting
transactions. The software shall provide for separate, self-balancing sets of accounts
in accordance with provisions of the applicable laws.
All accounting information shall be organized in respective wings of WAPDAs financial
system by using the standard Chart of Accounts.
The elements of chart of accounts shall form the basis for the recording, organizing
and reporting of financial information. These elements shall appear on the various
reports and forms generated in the respective accounting unit.
The account code comprises of ten (10) digits divided into four parts or elements:
i. Group level (first 2 digits)
ii. Control level (next 2 digit)
iii. Sub Control level (next 2 digits)
iv. Subsidiary Account level (last 4 digits).
Group level account code shall be a two digits code describing transactions
affecting assets, liabilities, capital & reserves and income & expenditures.
The following are some of the examples of group level code:
The control level account code shall be assigned two digits code to indicate
transactions affecting long term liabilities, current liabilities, fixed assets,
operational expenditures etc.
Following are examples of codes to be used to describe control level account code:
Control Level Code Account Title
0105 LAND
0126 OFFICE EQUIPMENT
0127 FURNITURE AND FIXTURES
The sub-account code shall be assigned two digits code by the related wing to
indicate transactions affecting accrued expenses, revenues current portion of non-
current liabilities, land, vehicles etc.
Following are examples of codes to be used to describe sub control level account
code:
Sub Control
Account Title
Level Code
010510 FREEHOLD LAND
010520 LEASEHOLD LAND
012610 OFFICE EQUIPMENT
The subsidiary-account level code shall be assigned a four digit code by the
respective accounting unit to indicate occurrences of transactions.
Following are examples of codes to be used to describe subsidiary account code:
Subsidiary-Account
Account Title
Level Code
0225450000 ACC. DEPR. G/P ASSETS-COMMUNICATION EQUIPMENT
0225450010 ACC. DEPR. C EQUIPMENT-AUDIO VIDEO EQUIPMENT
0225450020 ACC. DEPR. C EQUIPMENT OTHERS
All employees of WAPDA who are responsible for coding of accounts, preparation of
vouchers and data entry in the automated system or have been assigned budget
preparation responsibilities shall be issued a current chart of accounts. An updated copy
of chart of accounts shall be distributed to these individuals as and when it is revised.
The following detailed procedures shall be implemented to ensure complete
adoption of Chart of Accounts:
i. Documented Financial Work Plan that includes all the relevant documents
required for the adoption of chart of accounts shall be completed and
delivered to the GM Finance as and when required(for example on launch of
a new project or introduction of a levy by the Federal or Provincial
Government) .
ii. Regular data and chart of accounts integrity checks via a compliance
database shall be performed.
iii. Annual review of all transactions occurred during the year shall be
performed.
iv. End year financial budgetary procedures shall be followed.
v. The institutional procedures regarding appropriate accounting transactions
shall be followed.
Each transaction under double entry accounting system will be recorded in the detailed
subsidiary GL account (last 4 digits of the 10 digit account code). The format of which is
provided at Annexure 3.
6 ACCOUNTING RECORDS
6.1 INTRODUCTION
6.2 RESPONSIBILITY
6.3 PROCEDURE
The respective Accounting Unit shall properly retain active financial records which
are required to ensure the completeness and accuracy of required information in
proper way for easy access and retrieval of accounting records.
3. Cash Book, however, records all items relating to each both debits and
credits. In fact, a Cash Book combined the functions of both a Journal and
Ledger Account. When a Cash Book is used for recording both types of
transactions separate columns are used for cash and for bank, and ledger
accounts for both cash and bank are maintained in the Cash Book.
The following shall be a list of the most common strategies adopted by WAPDA and
its projects/formations for data protection.
i. Backups shall be made on Compact Discs and sent off-site at regular
intervals.
ii. Replication of data to an off-site location, which overcomes the need to
restore the data.
Apart from the specifically described records the following shall be the
retention period for various records as prescribed by the Federal Government
in concurrence with the Auditor General, Pakistan:
6.3.6 Disposition
i. Identify the records specifically, their location and content. For example,
correspondence files, financial records, etc.
ii. Scan the records before disposal.
iii. Examine the records - this may involve reading or scanning the contents of a
file or a sample of forms to determine what the record or file is all about.
The file title is not always an accurate reflection of a files contents as it
may have changed over time or may contain papers on a variety of
unrelated subjects.
iv. Ensure that the records have been properly checked to make it certain that
only those records are disposed off that are no longer required or are
considered to be inactive.
v. Write the disposal date on the outside front cover of files and folders. For
example, RP for Retain Permanently or DE 2015, for Destroy end of 2015.
vi. Create an itemized list of all records for proposed destruction. This list
should be forwarded to GM Finance for approval. A copy should be kept in
Budget and Accounts Office as record.
When the disposal date for records is reached, appropriate arrangements for their
destruction must be made. Records containing any personal details about
individuals, information given in confidence or considered commercial, legal or
financial in confidence should be shredded or placed into confidential waste bins.
Routine records can be destroyed using usual methods of recycling or waste
disposal.
a) The following chart depicts the flow of capital expenditure. Purpose of this
policy is to ensure that capital expenditure by WAPDA is planned,
evaluated, authorized, implemented, monitored, reported and recorded in
a systematic manner to meet the objectives of best practices.
b) This Policy on fixed assets has been designed to ensure proper
accountability and recording of WAPDA fixed assets, their acquisition and
capitalization in accordance with approved accounting standards as
applicable in Pakistan.
c) The tangible fixed assets acquired, capitalized or being used by WAPDA may
include the following categories of assets:
1. Land
2. Buildings and civil works
3. Generation Plant and Equipment
4. Dams and reservoirs
5. General/plant assets
6. Machine and Allied Equipment
7. Office Equipment
8. Furniture and Fixtures
9. Transportation Equipment/Vehicles
10. Computers
d) The intangible fixed assets acquired, capitalized or being used by WAPDA
may include:
1. Computer software
2. Intellectual Property - where WAPDA provides funding, background
information, product samples, or confidential proprietary data for a
project.
7.1.1 Responsibility
for the recording, safe guarding and proper management of fixed assets
under their Administrative Control.
2. The respective GM Finance alongwith the GMs concerned under whose usage
the assets are, shall implement, monitor and maintain controls over the
recording of fixed assets to ensure:
i. Accuracy of the records
ii. Safeguarding of assets
iii. Improper disposal is avoided
7.1.2 Procedures
The respective GM Finance shall prepare, update and monitor procedures for the
effective and accurate accounting and recording of fixed assets and its
implementation shall be ensured by the responsible DDO. The following procedures
are made part of this manual:
ix. Normal repairs and maintenance shall be charged to expenses, as and when
incurred. Major renewals and improvements shall be capitalized as per the
capitalization policy.
1. It is the policy of WAPDA that the cost of an item of fixed and tangible
asset shall be recognized as an asset if:
i. It is probable that future economic benefits associated with the item
will flow to the entity.
ii. The cost of the item can be measured reliably.
2. An asset shall be classified as a fixed asset and required to be recorded in
the fixed asset register when it meets all of the following additional
criteria:
i. The asset has an estimated useful life of greater than 1 year.
ii. The asset has not been purchased with the intention of resale or
donating for charitable purposes.
3. Expenditure may be capitalized if it is expenditure on an existing asset and
the expenditure was incurred to improve the assets functionality, not
merely to reinstate its future economic benefits (e.g. repairs and
maintenance).
4. Spare parts may be capitalized where they meet the capitalization
threshold and they are expected to be used over more than one year.
5. Once it has been established that an asset meets the criteria for
recognition, it shall be recorded in the fixed assets register at cost price (or
cash price equivalent if purchased using deferred payment and/or foreign
currency).
e) Professional fees.
2. Costs of day-to-day servicing of the fixed assets are not recognized in its
carrying amount or fair value. These costs are expensed out as incurred.
Costs of day-to-day servicing are primarily the costs of labour and
consumables, and may include the cost of small parts. The purpose of these
expenditures is the repair and maintenance of fixed assets.
3. The cost of a fixed asset is the cash price equivalent at the recognition
date. If payment is deferred beyond normal credit terms, the difference
between the cash price equivalent and the total payment shall be
recognized as interest expense proportionately over the period of credit.
After recognition as an asset, the fixed asset shall be recognized at cost less any
accumulated depreciation and any accumulated impairment losses.
All tangible fixed assets having estimated useful life of at least one year or more
shall be capitalized and shall include but not limited to:
i. Land
ii. Buildings and Civil Works
iii. Machinery/Equipment
iv. Computers
v. Furniture & fixture
vi. Vehicles
vii. Office Equipment and Electric Equipment
The DDO shall maintain information regarding the fixed assets and shall ensure that
all additions and disposals are timely transmitted to the B&AO for proper
accounting and updating of fixed assets records.
7.1.7.1 Land
1. Buildings that are permanent in nature and have a useful life of greater
than one year shall be capitalized.
2. Buildings shall be charged with the initial cost of basic building structures
including building foundations, outside walls (or siding), sub-flooring, rough
ceilings, interior walls of a load-bearing character, roofs (excluding
coverings), elevator shafts, stairs and railings, and other such integral or
structural components.
3. Other costs to be capitalized as part of a building shall include:
i. Cost of building permits.
ii. Architectural, engineering, drafting, and other expert services
attributable to the construction of the building.
iii. Extraordinary costs which are inherent construction risk, such as
rock blasting, piling, or relocation of the channel of an underground
stream.
iv. Interest paid to an external entity on funds used to finance
construction during the construction period.
v. Insurance premiums connected with acquisition.
4. The following costs shall not be capitalized:
i. Extraordinary costs incidental to the erection of a building, such as
those due to strike, flood, fire or other calamity.
ii. Cost of incomplete construction that is subsequently abandoned,
including the cost of demolition of such partially completed
construction and related clean up costs.
5. When building is under construction, all expenses incidental to the
construction of building shall be debited to account code Capital Work in
Progress given in the chart of accounts. All buildings acquired shall be
debited to the relevant building account code. Construction costs after
completion of Buildings shall be transferred from Capital Work in Progress
account and their costs shall be debited to the relevant Building account
code.
7.1.7.3 Machinery/ Equipment
Accounting Entries:
Entry 1
Accounting Entries:
1. When furniture & fixtures are acquired on credit:
Entry 1
Account Title G/Ledger code
Dr. Furniture & Fixture Relevant code
Cr. Account payable Relevant code
Entry 2
Account Title G/Ledger code
Dr. Account Payable Relevant code
Cr. Cash / Bank Relevant code
2. All repairs & minor improvements on owned furniture & fixtures shall be
expensed out.
7.1.7.6 Vehicles
ii. Transportation
iii. Registration Charges
iv. Non-refundable taxes & duties
3. All repairs & minor improvements on vehicles shall also be expensed out.
7.1.7.7 Office & Electric Equipment
1. In construction projects the Tools and Plant purchases for different works
will be treated to have been made for the project as a whole. The cost of
such T & P will be booked by the Budget and Accounts Officer under a
separate distinct Head Project T & P in the General Ledger. For purposes
of Control Division-wise priced subsidiary ledger will be maintained by the
Budget and Accounts Officer in the prescribed formats under the following
sub-heads:-
i. C. Camp Equipment
ii. E. Electrical Equipment (Air-conditioners, refrigerators etc.)
Note: This paragraph also applies to tools and plant sent out for repairs.
1. WAPDA shall maintain a central and formation wise record of fixed assets in
the respective accounting formation. The central and formation wise record
of fixed assets shall be referred to as the Fixed Assets Register (Annexure-4)
which shall list down the following details:
i. Description of the asset
iii. Cost
2. Any addition or deletion in the fixed assets register shall be made after
The Fixed Assets Register shall contain information and details of fixed assets that
are brief and meaningful like:
i. The date on which the asset was acquired or brought into use
ii. The location of the asset
iii. The title deed number, in the case of fixed property
iv. The stand number, in the case of fixed property
v. Where applicable, the identification number, model number
vi. The original cost, or the revalued amount or the fair value if no costs
are available
vii. The (last) revaluation date of the fixed assets subject to revaluation
viii. Who did the (last) revaluation
ix. Accumulated depreciation to date
x. The depreciation charge for the current financial year
xi. The carrying value of the asset
xii. The method and rate of depreciation
xiii. Impairment losses incurred during the financial year (and the reversal
of such losses, where applicable)
xiv. The source of financing
xv. The current insurance arrangements
1. All DDO under whose control any fixed asset falls shall promptly inform the
relevant GM Finance about the change or acquisition of fixed asset and
provide the relevant GM Finance in writing with any information required to
compile the fixed asset register, and shall promptly advise him in writing of
any material change which may occur in respect of such information.
2. A fixed asset shall be capitalized, that is, recorded in the fixed assets
register, as soon as it is acquired. If the asset is constructed over a period
of time, it shall be recorded as work-in-progress until it is available for use,
where after it shall be appropriately capitalized as a fixed asset.
3. A fixed asset shall remain in the fixed assets register for as long as it is in
physical existence. The fact that a fixed asset has been fully depreciated
shall not in itself be a reason for writing-off such an asset.
4. If leased assets are obtained by WAPDA only assets which are subject to a
Finance Lease are entered into the Assets Register. Assets which are subject
to operating leases are not entered into the Assets Register. The leased
assets should be recorded separately of owned assets of WAPDA.
5. Assets received as a donation shall also be recorded in the Fixed Assets
register at the time, the asset is received.
6. In case of part payments for assets purchased these assets for which
advance hasbeen paid shall not be recorded in assets register until full
payment has been made and the asset is installed and ready for use.
7. In case of any heritage assets for which no original costs or fair values are
available and it is believed that the determination of a fair value for the
assets in question will be a laborious or expensive undertaking, such asset
or assets shall be recorded in the fixed assets register at a notional value of
Rupee one.
7.1.11.3 Updating the Fixed Asset Register
1. The DDO shall be responsible for maintaining and updating the fixed assets
register.
2. All changes in the particulars, composition or class of any fixed asset shall
be communicated to the Budget & Accounts Officer by the Custodian of
Assets, in writing.
3. The B&AO shall incorporate these changes in the fixed assets register as and
when these are communicated by the Custodian of Assets.
4. The DDO shall keep the fixed assets register in custody and nobody shall be
allowed to make changes in the register except with approval from the
relevant GM Finance.
5. Physical count of fixed assets shall be carried out on annually basis and the
physical inventory shall be reconciled with the fixed assets register and
adjusted accordingly.
7.1.11.4 Safe keeping of Assets
1. Every DDO shall be directly responsible for the physical safekeeping of any
fixed asset controlled or used by the respective DDO.
2. In exercising this responsibility, every DDO shall adhere to any written
directives issued by the respective GM Finance to the DDO in question, or
generally to all DDO, in regard to the control of or safekeeping of the fixed
assets.
7.1.11.5 Identification of Fixed Assets
1. WAPDA shall acquire assets or any property on lease only for purposes that
contribute to its objectives.
2. All departments & officials shall be responsible for overseeing the proper
use of leased property assigned to them.
3. The person authorized by the Authority shall form a Leased Assets
Committee to oversee the selection, approval and administration of lease.
The Leased Assets Committee shall be accountable to the Authority.
4. The following shall be the members of the Leased Assets Committee:
i. The General Manager Finance(concerned)
ii. The GM (CCC)
iii. The Project Director
iv. Manager Administration
v. Director Legal
5. The Authority may nominate any person as the signing authority for all lease
agreements and related documentation.
6. A written lease or license or other appropriate agreement shall be entered
into regardless of duration of use or amount of lease rental to be paid. The
lease shall be recorded in accordance with the rules applicable to WAPDA.
7. The Budget & Account Officer shall be responsible for proper accounting
and recording of leased assets.
7.1.12.1 Approval of Lease
1. The Leased Assets Committee shall evaluate the proposal prepared by the
Chief Engineer to lease or buy an asset.
2. The Committee shall take into consideration the following criteria to
identify the type of lease that is most appropriate:
i. Technical and operational useful life of the leased assets.
ii. Likelihood of continued use beyond the lease term.
iii. Budgeting issues.
iv. Financing terms (term of lease, cost of borrowing).
v. Type of lease (Operating vs. Finance) and its financial impact.
3. Once the proposal is evaluated by the Leased Assets Committee it shall be
presented to the Authority for approval.
4. The PD/DDO/Chief Engineer concerned shall complete the documentation
of lease and negotiations with the financial institution on behalf of WAPDA.
Existing leases can be amended only with the recommendation of Leased Assets
Committee and only if:
i. New arrangement demonstrates an economically feasible program to
WAPDA over the remaining term of the lease;
ii. There is a change in the asset specification or a new asset has been added
to the assets already under lease arrangement.
1. All fixed assets of WAPDA shall be depreciated on straight line method over
their estimated useful life at the rates given in the following paragraphs to
reflect their accurate net asset value.
2. Fixed assets shall be depreciated over their estimated useful lives unless
they are inexhaustible. Depreciation on additions to operating fixed assets
shall be charged from the month in which the asset is acquired or
capitalized, while no depreciation shall be charged for the month in which
the asset is disposed off.
3. The respective DDO shall be responsible for proper calculation, accounting
and recording of depreciation.
7.1.13.1 Depreciation Amount and Depreciation Method
Following depreciation rates shall be used by WAPDA to depreciate its fixed assets:
Residual Depreciation
S.
Description of Assets Years Value Rate
No.
(percentage) (percentage)
1 Civil Works/buildings 50 2 2
Dams & Reservoirs 50 2 2
2 Generation Plant & Equipment
a. Turbines 35 5-20 2.285
Generators (Class F 35 1
b. insulation) 2.82
Generators (Class B 30 1
c. insulation) 3.3
d. GIS Switch Gear 50 0.5 1.99
Switchyard Equipment 25 1
e. (Transformer etc.) 3.96
MV/LV Switch gear control 25 1
f. and production equipment 3.96
g. Telecommunication & SCADA 20 0.25 4.987
h. Cranes 30 1 3.3
Trash Rack and Cleaning 30 1
i. Machines 3.3
j. Truck trailer 20 1 4.95
HV circuit breaker-air blast 25 1
k. type 3.96
l. HV circuit breaker-SF -6 type 30 1 3.3
m. Transmission Line Equipment 25 1 3.96
Residual Depreciation
S.
Description of Assets Years Value Rate
No.
(percentage) (percentage)
3 Mobile Plant & Equipment 5 1 20
Other Equipment (All others except 1
4 computer accessories) 10 10
5 Computers and Accessories 4 1 25
6 Vehicles 5 5 20
7 Assets subject to Ijarah 14 2 7
1. At the end of each year the DDO shall make assessment to identify appropriate
impairment indicators for each class of asset. These impairment indicators will
then be used to determine if there is an indication of impairment. There are
usually two groups of indicators which may be external or internal.
External indicators are:
i. A significant decline in an assets market value as a result of the passage
of time or normal use.
ii. Significant changes with an adverse effect in the technological, market,
economic or legal environment of the relevant asset.
iii. An increase in market interest rates or other market rates of return on
investments that are likely to increase the discount rate included in the
cash flow calculation when determining value in use.
2. Internal indicators are:
i. Evidence of obsolescence or physical damage to an asset.
ii. Significant changes regarding the way an asset is used or is expected to
be used.
iii. Evidence from internal reporting that indicates that the economic
performance of an asset is, or will be, worse than expected.
7.1.14.2 Assessment of Impairment
At the end of every financial year the DDO in consultation with respective GM
Finance shall determine whether there is any known evidence that an asset or group
of assets is impaired based on the impairment indicators. It is not expected that
each asset would be examined every year to determine if there is an indication of
impairment. For example, the respective DDO will not need to assess each building
but where it is evident that the building was affected by fire during the financial
year then that building would need to be tested for impairment. An indicator is only
relevant if the recoverable amount of the asset or group of assets is sensitive to the
indicator indicating impairment. If there is no evidence of impairment there is no
need to make a formal estimate of recoverable amount.
7.1.14.3 Measuring Recoverable Amount
1. Individual Asset
An impairment loss for an individual asset shall be recorded when the
recoverable amount is less than the carrying amount. The amount of the
impairment loss is the difference between the recoverable amount and the
carrying amount.
2. Cash-Generating Unit (CGU)
An impairment loss shall be recorded for a CGU when the recoverable
amount of the unit is less than the units combined carrying amount, the
difference between the two being the amount of the impairment loss. The
DDO will need to reduce the carrying amount of each asset in a CGU on a
pro rata basis, based on the carrying amount of each asset in the unit.
However assets in the unit cannot be reduced below the higher of the
assets fair value less cost to sell (where determinable), value in use (where
determinable) or zero.
7.1.14.5 Accounting Treatment of an Impairment Loss
1. An impairment loss for an individual asset and for each asset in a CGU shall
be recorded in the fixed assets register in the year in which the loss occurs.
2. After the recording of the impairment loss the DDO must also adjust the
depreciation relating to the asset, by reallocating the new carrying amount
in a systematic manner over the remaining useful life of the asset.
Journal Entry:
When asset will be impaired:
Account Title G/Ledger code
Dr. Impairment loss Relevant code
Cr. Accumulated Impairment loss Relevant code
7.1.14.6 Reversing an Impairment Loss
1. At the end of every reporting period, the DDO shall assess whether
impairment losses previously recorded need to be reversed. The DDO will
first determine the indicators to be used in assessing whether a reversal of
impairment has occurred. There are a number of indicators that should be
used when determining whether a reversal of an impairment loss is
required. These indicators are similar to the impairment indicators
mentioned above.
2. The DDO shall consider whether there is an indication of a reversal of an
impairment loss by using the indicators. Where these indicators will provide
evidence that a reversal has occurred, an estimate of the recoverable
amount will be made. Where it will be determined that the recoverable
amount has increased, the impairment loss need to be reversed. However,
reversal of an impairment loss will not be allowed when the change in
recoverable amount merely will result from the unwinding of the cash flow
discounting due to the passage of time.
i. Individual Asset
a) A reversal of an impairment loss for an individual asset cannot
exceed the amount at which that asset would have been recorded
had the asset not been initially impaired and written down.
b) After the reversal of an impairment loss, the DDO will also adjust the
depreciation relating to the asset by reallocating the new carrying
amount in a systematic manner over the remaining useful life of the
asset.
ii. Cash-Generating Unit (CGU)
a) The reversal of an impairment loss relating to a CGU shall be
allocated to each individual asset on a pro rata basis, based on the
carrying amounts of those assets.
b) The amount allocated to each asset cannot be increased above the
lower of:
1. The carrying amount had no impairment loss been recognized
in the prior period; and
2. Its recoverable amount (if determinable).
7.1.14.7 Accounting Treatment of a Reversal of Impairment Loss
A reversal of an impairment loss for an individual asset and for each asset in a CGU
shall be recorded in the fixed assets register in the year in which the reversal occurs.
7.1.14.8 Verification of Assets Criteria
DDO shall determine the dates of the inventory taking and the criteria that will be
used to document that a property item has been accounted for during the
inventory taking. The steps to be followed will be as follows:
i. Establishing starting and ending dates for the inventory.
ii. Producing the list of items for verification.
iii. Establishing the criteria for determining that an item in the inventory base
has been accounted for.
iv. Establishing the reconciliation schedule.
v. Defining the method used to perform the audit of the physical inventory.
vi. Establishing the inventory status-reporting schedule.
vii. A physical inventory of equipment will be taken annually.
7.1.14.9 Controls
After the physical inventory count is completed, results will be reconciled with the
accounting records. Any differences between quantities determined by the physical
inspection and accounting records will be investigated to determine the causes of
the difference.
The following steps will be followed during the reconciliation process:
i. Search the inventory lists to determine whether inventory noted during the
count as unrecorded is, in fact, listed on another portion of the inventory.
ii. Enter unrecorded assets into the inventory system as soon as possible after
discovery.
iii. If a significant number of unrecorded assets are located, indicating a major
problem with the asset recording procedures, the problem will be identified
and corrected in a timely manner.
7.1.14.11 Lost or Stolen Property
The certification, together with the reconciliation and the inventory listing, will
serve as the support for the inventory balance and for accounting adjustments, if
any, and will be retained. The retention of this documentation will be in
accordance with the approved records retention schedules.
1. WAPDA has adopted a policy which ensures maximize benefits and minimize
the costs of insurance cover for assets serving in best interest to provide
effective safeguards against uncertain events resulting in loss or damage to
the assets. This is known as WAPDA Equipment Protection Scheme (WEPS).
This WEPS is an out-come of WAPDAs adverse claims experience from N.I.C. in
respect of Thermal/Hydel Power Houses and Grid Stations during previous
years. WEPS is controlled by a Board of Management which is responsible for
the operation of this Scheme. WEPS is a managed under a Special Protection
Cell which acts as a self finance unit with Director General Insurance WAPDA
as its head. The Scheme generates funds from the premium it charges from
various WAPDA formations which are invested at the discretion of the Board of
Management.
2. All WAPDA Equipment of Grid Stations and Power Houses are protected under
WAPDA Equipment Protection Scheme (WEPS). The functions of this Cell are as
under:
i. It will provide protection to the losses arising out of fire and damage to the
equipments of Power Houses, Grid Stations, WAPDA House, WAPDA
Printing Press, Reclamation Workshops and Research & Test
Laboratories.
ii. The scheme does not cover catastrophic losses such as losses arising out
of natural disaster like Earthquakes, Volcanic eruptions, floods,
Terrorism etc. as defined in the Scheme.
1. WAPDA shall ensure that procedures exist to establish and maintain program
that will underwrite damage to its assets other than those covered by WEPS
to minimize its exposure and that of its officers and employees to a wide
range of liabilities and protects its reputation.
2. The program shall cover all risks of physical loss or damage. Examples of the
risks covered are as follows:
i. Loss, destruction or damage caused by fire, lightning, storm or storm
water
ii. Earthquake / Landslip / Subsidence
iii. Spoilage
iv. Burglary or theft
v. Accidental damage
3. The DDO through the office of Director General Insurance shall be
responsible for proper management of insurance coverage and dealing with
day to day queries relating to insurance including organizing additional
covers, ensuring whether WAPDA has insurance cover for all assets and the
processing of claims.
4. The DDO shall be responsible for proper accounting and recording of
insurance cost.
7.1.15.2 Reporting of Property Related Losses
1. If any WAPDA asset is damaged, lost or stolen then a report will be filed by
the respective DDO to the GM concerned and DG Insurance.
2. WAPDAs insurance policy will also cover any asset owned by or in the use of
an employee while the asset is being used in connection with WAPDAs
business and with WAPDAs consent. (E.g. Vehicle).
3. In case of negligence the person in whose charge the asset was at the time
the damage or loss was sustained will be responsible for paying the repair
costs.
4. Any correspondence (also third party correspondence) regarding loss or
damage will be forwarded to the respective GM and DG Insurance.
Accounting Entries:
Following accounting entries shall be passed for insurance premium:
i. When Insurance premium is accrued:
Account Title G/Ledger code
Dr. Insurance premium Relevant code
Cr. Insurance payable Relevant code
ii. When Insurance premium is paid:
Account Title G/Ledger code
Dr. Insurance payable Relevant code
Cr. Bank Relevant code
Following accounting entries shall be passed for claims lodged:
iii. When asset is damaged/lost :
Account Title G/Ledger code
Dr. Asset Loss Account Relevant code
Dr. Accumulated Depreciation Relevant code
Cr. Asset Account Relevant code
i. When the claim is lodged:
Account Title G/Ledger code
Dr. WEPS Relevant code
Cr. Insurance Claims-Lodged Relevant code
ii. When Insurance amount is received:
To protect WAPDA equipment and ensure insurance coverage the following steps
shall be taken before relocating equipment from one location to another location:
i. The respective DDO under intimation to the accounting incharge concerned
will authorize the use of such equipment from one location to another
location.
ii. The equipment will be identified as WAPDA property and marked with a
special number.
iii. The security officers will require written authorization for removing
equipment from one location to another location. The staff transporting
equipment from one location to another location will present suitable
identification such as I.D. card or a written authorization from the
respective DDO or a person designated by him.
7.1.15.6 Compensation for Loss by Theft of WAPDA Owned Moveable Assets
The Water and Power wings each has separate survey and development department
to identify probable sites for development of water related projects and power
related projects, respectively. These surveys and investigation are a continuous
process. All expenses on preliminary surveys, investigations and testing, and all
other related expenses on such surveys are separately booked and are expensed
out yearly against the power sale revenue by Power Wing and GoP current
expenditure budget by Water Wing. Separate accounts are opened in the sub-
ledgers for all ongoing surveys/sites. This account forms the basis, for development
of PC-II.
Feasibility studies of the projects are carried out through preparation of PC-II and
are executed in accordance with financing arrangement stated in PC-II.
On the completion of the feasibility study and finalization of the results, the
Authority decides on the viability or otherwise of the project. The expenses
incurred on these surveys and investigations are treated in the following manner:
i. In case the proposed project is confirmed as viable and approved by the
Authority the expenses on survey etc., incurred on the particular
project are transferred to the main Capital Work in Progress (PC-I
phase) account of the project and booked under Preliminary Expenses.
ii. In case the project is not considered as feasible by the Authority for any
reason all expenses incurred on surveys and investigation on a particular
site/project shall be amortised over a period of five years.
iii. In case the Authority is approached by another agency/organisation to
obtain the feasibility report of such an abandoned project, the same is
sold out to the agency/organisation at value equivalent to the cost
incurred by WAPDA on the said study.
2. The development projects for new Hydel Power Generation fall under this
category. These projects are undertaken on the basis of approved PC-1. The
capital expenditure during the construction period of a project incurred in
line with the approved PC-1 and ADP/PSDP of the project will be recorded
in the below mentioned components:
i. Land Acquisition and settlement
ii. Operational building and Civil Works
iii. Power Generation Plant
iv. Transmission and transformation equipment
v. Tunnels, Weir, Head/Tail Race
vi. Residential and Non-residential Buildings
vii. General Plant Assets including Utility Vehicles
viii. Project Management Expenses
ix. Interest on loans during construction
x. Consultancy and Engineering Fees
xi. Preliminary Civil works
1. Each project will have separate code for accounting purposes. Some
physical assets are purchased for the project at the very start of the project
and are put into use from the date of purchase. These assets are:
i. Transport Vehicles
ii. Computers, Printers and other allied equipment
iii. Office equipment
iv. Arms & Ammunition
v. Furniture & Fixtures
2. The treatment of these physical assets in Water Wing projects and Power
Wing Projects differs. In case of Power Wing Projects the assets shall be
directly capitalized based on the acquisition cost of each. Depreciation will
be charged on these assets at the prevailing rates from the date of purchase
and use. Depreciation charge will be recorded as part of the Project
Management Component.
3. In case of Water Wing Projects the above mentioned assets are not
capitalized and are charged to the Capital Work in Progress account. The
reason for such a treatment is that these assets are not the property of the
On completion of the project, when the final costs direct and indirect have been
ascertained, the indirect charges will be apportioned over the facilities in an
equitable basis. Below mentioned types of indirect expenses shall be apportioned
to the Project Assets on the basis mentioned against each head as on the date of
completion:
i. Project Management Expenses
These expenses will be apportioned on all assets on the basis of cost of each
direct asset.
ii. Interest on loans during construction
The interest on loans during the construction period will be apportioned on
the specific direct assets for which the loan was obtained. In case of a
general loan it will be apportioned on all related direct assets equitably.
iii. Custom duties, Taxes and Insurance
Custom Duties, taxes and insurance are levied on imported items. These
will be carried separately till the completion of the project and finally
apportioned to the Electrical & Mechanical Equipment (E&M).
iv. Consultancy and Engineering Fees
These expenses are apportioned to the civil works and E&M Equipment in
equitable manner.
On completion of the project the Contractor will submit along with his final bill
and other relevant documents, a Completion Certificate indicating that the
project/Job has been completed in accordance with the Agreement of award of the
Job/Work.
1. The Project Director shall process the case and issue the Defects Liability,
Taking Over Certificate and a Final Completion Certificate in accordance
with the terms of the agreement/contract of particular project.
2. The Project Director shall convey the total liability as on the date of
completion of the project, within two months of the issue of TOC, to the
Budget and Accounts Officer.
3. On the completion of construction of a component, the Budget and
Accounts Officer will satisfy himself that all liabilities in respect of that job
have either been paid or provided for and that all credits relating to that
job have been taken into account. If for any reason, liability in respect of
work done or materials supplied remains unpaid and un-provided for, he will
estimate such liability on the basis of the information contained in the
relevant contract or tender document or work-order, and debit the amount
to the job. Conversely, where he finds that, in terms of the contract or
tender document or work-order, a claim is to be made on the contractor or
the suppliers, he will make a reasonable estimate of such a claim, and
credit the amount to the job account in consultation with the DDO/PD.
After making the provision, if any, he will close the separate account for
that component, and transfer the cost to the subsidiary ledger account for
the work of which that component forms a part.
4. When the construction of all components of a work is completed, and the
cost transferred to the subsidiary ledger account for the work, this account
will show the total direct cost of the work without taking into consideration
the indirect cost of administration and consultancy.
5. Once the project is complete, the concerned accounting head under the
DDO/PD shall prepare the Journal Voucher based on the final determined
costs (i.e., after appropriation of Management Expenses) for transfer of the
project from the WIP to Asset account. Also included in the information to
be provided by the DDO/PD, will be entries for the Fixed Assets Register,
the cost allocation sheet and other information.
6. The concerned GMF shall review and vet the final transfer documents
before affecting final transfer and recording in the books of accounts. In
case of transfer of completed projects from one wing to another the same
shall be approved by the concerned Members.
7. The projects undertaken and completed on behalf of outside agencies shall
be transferred to the awarding Agency as per the terms of agreement.
1.
9.1.1 Responsibility
Receivable master records and billing codes shall be maintained by the relevant
Budget & Accounts Department and access to those records shall be granted to only
those employees who need it for performing their assigned tasks.
To assure proper and accurate billing, the employees shall make it certain that the
charges billed are proper, clearly and correctly computed and stated, and charged
against receivable to which they relate.
9.2 ADVANCES
9.2.1 Scope
This policy shall cover all types of advances made to employees for specific
purposes and deposits made by WAPDA. Employees with any type of cash handling
function shall be required to be familiar with the requirements of this policy.
9.2.2 Responsibility
9.2.7 Review
The Accounting unit shall prepare monthly summary and detailed reports by
formations of outstanding cash advances. These reports shall be sent to the
respective GM Finance for review and any necessary action on outstanding cash
advances and amount expensed against original Cash Advance Request.
Accounting Entries:
1. When payment is made:
Account Title G/Ledger code
Dr. Advances Relevant code
Cr. Cash/Bank Relevant code
2. When advance is adjusted:
Account Title G/Ledger code
Dr. Relevant head Relevant code
Cr. Advances Relevant code
9.3 DEPOSITS
2. The deposits shall be made only if they are in line with the terms of
agreement and/or for valid purposes.
3. The approving authority for making deposits shall be WAPDA Authority or
powers vested to the respective GM Finance by WAPDA Authority. Before
approving, the respective GM Finance shall assure that deposit is being
made keeping in view the considerations of the relevant agreement or in
accordance with the issued guidelines.
4. The respective GM Finance shall be responsible for the management
including the accounting and maintenance of records etc., and vital
administration of matters with the oversight of the respective GM Finance
who shall assist him in carrying out the duties, and shall oversee the whole
process of deposit management.
Accounting Entries:
1 When payment is made:
Account Title G/Ledger code
Dr. Deposit Relevant code
Cr. Cash/Bank Relevant code
2. When payment is received:
Account Title G/Ledger code
Dr. Cash/Bank Relevant code
Cr. Deposit Relevant code
10 TRADE DEBTORS
10.1 GENERAL
The business of power generation and sale is regulated by NEPRA which has granted
a generation licence to WAPDA. WAPDA identifies this business as Hydroelectric-
NEPRA Regulated Business. The accounting for Hydroelectric-NEPRA Regulated
Business is carried out in conformation with the NEPRA (uniform system of
accounts) Rules 2009.
The electricity generated by WAPDA is sold directly to the National Transmission
and Despatch Company Limited under a Power Purchase Agreement (PPA) dated
March 1, 1999, as amended on January 24, 2011. The PPA provides for procedures
and timings for taking measurements of the electricity passed on to NTDC at the
agreed transfer points and the measurement and billing procedures, the raising of
invoices for electricity and other charges.
The invoices are raised to NTDC on monthly basis and are payable within 25 days
from the date of invoice.
Management shall establish an allowance for doubtful debts to reflect the amount
that is estimated as uncollectible. The establishment of an allowance on regular
basis ensures that WAPDAs receivables are not overstated for financial reporting
purposes.
Trade debts shall be written off when all collection procedures have been
conducted without result and management considers the balances as bad and
uncollectible. All write-offs of uncollectible accounts shall require the approval of
Authority.
Aged listing of receivable balances on the basis of invoices raised and collections
received shall be matched on monthly basis. The amounts shall be categorized in
terms of outstanding since say one month, three months, six months and so on. The
GM Finance (Power) shall review old balances.
ACCOUNTING ENTRIES
The respective Account Head/DDO shall approve all transactions before these are
entered in the computer system. The respective GM Finance shall review the
operations. The Accounts Staff shall enter approved transactions / data into the
computer system.
The following entries shall be made for recording of Trade Debtors:
1. On raising of invoice for sale of electricity
Account Title G/Ledger code
Dr. Trade Debtors-NTDC Relevant code
Cr. Sales of Electricity Relevant code
2. When payment is received:
Account Title G/Ledger code
Dr. Bank Relevant code
Cr. Trade Debtors-NTDC Relevant code
3. When adjustment is made on account of any reason:
Account Title G/Ledger code
Dr. Sales of Electricity Relevant code
Cr. Trade Debtors-NTDC Relevant code
4. When a provision for doubtful debts is made:
Account Title G/Ledger code
Dr. Doubtful debts Relevant code
Cr. Provision for Doubtful debts Relevant code
The entry would be reversed in case of any reversal/adjustment of the
provision.
5. When a debt is written of:
Account Title G/Ledger code
Dr. Bad debt written-off Relevant code
Cr. Trade Debtors-NTDC Relevant code
The objective of the policy is to provide guidance and direction in relation to the
management of inventories and to ensure that recorded inventory is accurate and
maintained properly. WAPDA has computerized the inventory recording process and
the same has been deployed at all accounting units.
Following kinds of material shall be routed through store of respective operation &
maintenance formations:
i. Maintenance material
ii. Spare parts
iii. Tools & Plants
iv. Plant fuel, Oil, lubricants & Chemicals
v. Scrap material
The capital assets like plant & machinery, equipment, vehicles, computers and
furniture & fixture etc. received, are recorded in the fixed asset register and not
routed through the store. Similarly the POL of transport vehicles is monitored
through vehicle log book and receipt and consumption of the same is not routed
through the store. Also office supplies including stationery etc., shall not be routed
through stores. All other material (petty or bulk) purchased including POL for
operational vehicles i.e. tractor, truck, dumper, fork lifter etc., is to be routed
through the store.
1. The Hydel power stations have plants and machines of different make and
brand names installed from time to time therefore, spare parts of related
plants, machinery and equipment need to be grouped differently for their
easy identification in the store. The office of GM Hydel operation Lahore will
be responsible to develop and maintain the unique group level and main
control level stock codes to keep uniformity in stock coding throughout
WAPDA Hydroelectric formations. The designated Store Officer of the
respective Hydroelectric formation will be responsible to develop a unique
stock code to sub control and subsidiary stock level within the logical
sequence of group and main control level stock codes developed by the office
of GM Hydel operation.
2. The subsidiary stock codes for local as well as foreign material purchases will
be allotted by the respective purchase office in consultation of Maintenance
Engineer at the time of placing of purchase order and the same will also be
indicated in the purchase order against each material item ordered to be
purchased to facilitate identification thereof at the time of receipt of said
material in store. On supply of ordered material, the Purchase section will
write the stock code on SMB against each received item by referring the one
mentioned in the purchase order. While indenting the material for
A 10 digit stock code shall form the basis for the recording, organizing and
reporting of financial information relating to value of store inventory. These
elements shall appear on the various reports and forms generated in the respective
accounting unit. The code shall cover the following identification levels:
i. Group level (first 2 digits)
ii. Control level (next 1 digit)
iii. Sub control level (next 3 digits)
iv. Subsidiary account level (next 4 digits)
Group level stock codes shall be of two digits and shall describe the transaction
affecting the broader category of following store stocks:
05 Consumable material
10 Spare parts
25 Loose Tools
30 Tools & Plants
35 Scrap material
Each group level has different control levels falling in the logical nature of said
category of material. The example of control level codes of spare parts will be as
under:
10-1 Electrical spare parts
10-2 Mechanical spare parts
10-3 P&I spare parts
The subsidiary account level code will be of 4 digits to be developed by the Store/
Purchase Officer of the respective hydroelectric formation. Following are some of
the examples of subsidiary accounts level codes of sub control level stock code of
10-1001 of Hydel power station Tarbela.
10-1001-0001 G-fire control panel c/module KE-6351-136A
10-1001-0002 G-fire control panel c/module KE-6351-136B
10-1001-0003 G-fire control panel c/module KE-6351-136C
10-1001-0004 G-fire control panel module MG-6351-124
10-1001-0005 G-fire control panel mount moduleNB-6351-102
11.3.5 Responsibility
Following store functions will be supervised by different persons and may not be
done by a single person.
i. Store Procurement
ii. Store Keeping
iii. Store Accounting.
The procurement of stores involves the following steps before the items/goods
reach the stores.
i. Tendering, approvals and issuing of Purchase Orders
ii. Inspection of material
iii. Recording Store Measurement Book (SMB)
iv. Issuing Goods Receipt Note (GRN) (Annexure-6).
Once the items/goods reach the stores the task of the store incharge revolves
around the following:
i. Maintain Stock Receipt (GRN) Register (Annexure-7)
ii. Maintain Stock Measurement Book Register (Annexure-8)
iii. Maintain Store issue (MRS) Register (Annexure-9)
iv. Maintain Stock Register (Annexure-10)
v. Handling of stocked material by updating bin cards (Annexure-11) and
tagging, safe custody and protecting from environmental affect.
vi. Prepare monthly store receipt, issue and closing stock reports.
The Accounts section will perform below mentioned activities through the use of
store inventory module:
i. Maintain Store Value Ledger of each individual item of material on the
format at Annexure-12.
ii. Pricing of Material Requisition Slip (MRS) (Annexure-13)
iii. Issuing monthly closing stock value report
iv. Preparing Ledger Posting Summary (LPS) for General Ledger:
On receipt of stores:
Account Title G/Ledger code
Dr. Main Control Relevant code
Cr. Supplier-wise report Relevant code
On issue of stores:
Account Title G/Ledger code
Dr. R&M expense head of a/c report Relevant code
Cr. Main control level report Relevant code
Procurement Section will record SMB basing upon GST/ commercial Invoice issued
by the vendor.
Procurement Section will record SMB basing upon material Indent (Annexure-15)
duly filled and priced material supplying formation.
Maintenance sections will keep material at site only for immediate usages for the
ongoing specific jobs and must return the following nature of material to Store
section at month end through Store Return Warrant (SRW) (Annexure-17) and
maintain Store Return Warrant Register (Annexure-18) for recording all such
returns.
i. un-used ( not needed now to be used in future )
ii. Defective / damaged (to be used after repair).
Procurement section will price the SRW for un-used material at the unit rate
applied to Material Requisition Slip (MRS) against which said material was initially
drawn from the Store.
In case material drawn from store and trialed at work place is found damaged
during installation and requires reshaping to make it usable, it must be sent to
workshop through SRW. The Procurement section will price SRW at the unit rate
applied to MRS against which said material was initially drawn from the Store. Such
damaged material will be shown as material at site on General Ledger (GL) and not
as regular/ unused material. Workshop in-charge will place Work order for its
repair/treatment and after completion of work, intimate to the concerned section
for its job completion. Repair cost of said work will be charged directly to the
plant maintenance expenses. Concerned maintenance section will prepare a
material consumption sheet in duplicate and get it signed by ARE/ RE(M). A copy of
said consumption sheet will be sent to accounts section to charge the maintenance
expense account by deleting the cost of material from material at site accounts in
the month the material is actually used.
The Scrap for disposal returned by maintenance sections may include the following:
i. Wood/Packing material.
ii. Plastic (Bottle, drum, Cans).
iii. Steel-I (Strips, Bar, Nuts, Bolts).
iv. Steel-II (irreparable parts, T&P, & machines.
v. Steel-III ( Drum, Bottle, Canes)
vi. Copper (damaged wires, strips Nut & Bolts).
vii. Aluminum (damaged wire strips etc).
viii. Rubber (Tyre, tube & batteries).
ix. Others
Scrap for disposal will be priced at a notional price which will be @ 25% of last
auction rate of said category of scrap and credited to the deferred income.
Scrap for disposal will be shown in the GL at notional price and any difference
between actual disposal value and token price will be credited to the Misc. Income
account at the time of disposal by adjusting it with deferred income balance on
this account.
1. The Procurement section will attach 1st copy of SMB page with the
commercial invoice and process the same for making payment by the
Accounts section.
2. The Procurement Section will send 2nd copy of relevant SMB page(s) for each
purchase order immediately to the Accounts section along with GST invoice
for posting in the Stock Value Ledger and compiling GST input claim of the
formation.
3. The Procurement section will send 3rd copy of relevant of SMB page(s) for
each purchase order simultaneously to Store section for posting of receipt
of material in the Stock Register along with following documents for their
record.
i. Purchase Order.
ii. Invoice.
iii. Bill of entry.
iv. Inspection Certificate.
4. Based upon 4th copy of SMB pages, the Procurement Section will prepare list
of all the SMBs recorded during the month and send to the Accounts section
and Store section. The Accounts section will cross examine the said details
of material receipts by comparing the same from the similar report
generated from Store Inventory Module.
The process of withdrawal of material from store by the maintenance sections will
be followed as under:
i. The Foreman of concerned Maintenance section will initiate withdrawal of
Store items of recurring/consumable nature from store on weekly estimate
basis through Material Requisition Slip (MRS).
ii. The in-charge of requisitioning Maintenance section will endorse the
material requisition.
iii. The store officer will confirm the availability of the material in stock.
iv. The authorized officer will approve the issue of material to the
maintenance section keeping in view the availability in stock and need for
consumption.
v. The Value Ledger Keeper (VLK)/Accounts Assistant will price the MRS at
moving average rate of the material item requisitioned by operating Store
Inventory Module.
vi. Store section will then issue the material to the Foreman of maintenance
section.
vii. The Store Keeper and VLK/Accounts Assistant will make posting in their
Ledgers immediately on issue of material from the store.
viii. The Forman will retain 1st copy of the MRS, 2nd copy will be retained by
Store Keeper and 3rd copy will remain with VLK/Accounts Assistant.
The withdrawl of store through chits may be allowed only in emergency in off-
timings. However, the respective store keeper will get signature of the Foreman on
emergency chit Register while issuing the material on chit. The Foreman will
record the material drawn on chit in the site register to have a track of
consumption of material in emergency. The concerned maintenance section will
invariably provide MRS of that withdrawn material to the store section on next
working day by fulfilling the above laid down formalities. The store will mention
the MRS number in the chit register against the material issued on chit previously.
The maintenance section will withdraw spare parts through MRS for immediate
replacement and not for stock purpose at site. Proper record for parts replacement
will be maintained at the site for T&P in use.
All new T&P purchased will first be taken on stock by the Store Section. The
Foreman will withdraw new T&P items from Store through MRS on need basis and
maintain a T&P register at site.
The authorized officer may approve issue of material from the Store to other
WAPDA formations against indent keeping in view the stock requirement of the
formation. Material will be priced at moving average value ledger rate and no store
handling charges will be added.
Based upon 4th copy of the MRS, the Store Officer will prepare list of MRS against
which material has been issued to the maintenance sections during the month and
send to the Accounts section for making posting in the General Ledger. Similarly
the respective store office will also render account of issue of T&P, spare parts,
Scrap material on disposal and material to other WAPDA formations, to the
Accounts section at the end of each month. The Accounts section will cross
examine the said details of material issued by comparing the same from the similar
reports generated from Store Inventory Module.
1. The Procurement section and Accounts section will jointly carry out physical
verification of the store items by classifying the material in the following
categories under ABC plan:
i. The stock item having unit price of Rs 50,001 and above will be
physically verified 100% in the month of June of each financial year as
first preference,
ii. The stock item having unit price of Rs 5,000 to Rs 50,000 will be
physically verified 100% in 2nd preference in June of each financial year,
iii. In 3rd preference the store items having unit price less than Rs 5,000 will
be physically verified at random basis during January to May of each
financial year.
2. The difference identified by the physical verification committee must be
investigated by the authorized officer and adjustment (recovery or write-
off) must be made at the end of financial year with the approval of
competent authority as per WAPDA Rules and Procedures. Stock verification
format is at (Annexure-20).
the value ledger against each particular stock item by crediting the
Material in Transit Account under group level account 14.
xii. On receipt of GRN from the consignee, the Incharge of Accounts section
(CRRK) will make payment of outstanding claims (Accrued) and submit the
final Adjustment Account immediately after making 100% payments for
particular purchase order. If actual payments for the consignment are more
than the advance amount received on estimated basis, accounts section
CRRK will ask the consignee formation to pay through bank cheque the
difference and if the actual payment is less than advance amount he will
remit back the unspent balance amount through crossed bank cheque of the
advance funds received for consignment clearance.
xiii. The B & A.O. of the concerned formation/project will credit the
Prepayment Foreign Purchase on receipts of cheque for unspent balance.
If the actual paid amount by CRRK is more than the estimated amount
already paid in advance the difference will be paid to CRRK through bank
cheque and the difference amount is charged directly to related Repair and
Maintenance expense account.
xiv. The B & AO of the Consignee office will maintain PO Wise Consignment A/C
with CRRK in subsidiary level last 4 digits accounts head and reconcile the
outstanding balance with CRRK at each quarter end. The respective P.O.
advance account will be closed with zero balance on receipt of final
adjustment account from CRRK.
12 TREASURY MANAGEMENT
12.1 CASH COLLECTION, DEPOSIT AND RECONCILIATION
This section of the manual provides guidelines for the appropriate establishment,
use, and accountability of cash, to safeguard cash and to ensure the timely and
proper posting of accounts. Procedures have been established to encourage
effective administration and internal control of cash handling operations
throughout WAPDA that shall strengthen quality control, management and systems
for financial control.
12.2 SCOPE
This policy shall apply to all personnel involved in handling any WAPDA cash.
Employees with any type of cash handling function shall be required to be familiar
with the requirements of this policy.
12.3 RESPONSIBILITY
Every employee of the Authority is personally responsible for the money which
passes through his hands and for maintaining prompt and correct record of receipts
and payments in the prescribed forms. The personal cash or accounts of employees
of the Authority should not be mixed up with cash or accounts of the Authority.
The G.M. Finance concerned on behalf of the Member concerned shall be
responsible for monitoring & implementing of cash handling activities.
The DDO is the primary disbursing officer of a project and all receipt and payment
on account of Authority made by his subordinates, are made on his behalf and on
his responsibility.
His responsibility also includes:
i. Enforcing policies and procedure governing the cash collection,
handling, custody and cash deposit.
ii. Maintenance of records, accounting for cash received and paid by
WAPDA.
iii. Periodic review of procedure to ensure that sound internal controls are
in place for the safeguarding of assets.
12.4 COLLECTION
3. The cash book shall be balanced daily and receipts and expenditure shall be
reconciled with bank balances every month.
4. All collected monies should be deposited in the designated bank account of
the concerned formation/office.
5. The DDO shall be responsible to ensure the security and safe-keeping of the
money.
6. Where money is received by a cheque or a bank draft then either the
acknowledgement should be qualified by the words subject to realization of
cheque or a formal acknowledgement should not be given to the payer until
the cheque or draft has been cleared.
7. WAPDA acknowledgement receipt books are obtainable from the Manager
Central Stationery Store for use in the Development Projects/Offices and
hydel formations.
8. Receipts in the prescribed form can be issued only by the person authorised
by the DDO.
9. Before an authorized person signs a receipt in the prescribed form he should
see that the receipt of the money is recorded in the Cash Book.
The records shall provide clear documentation of cash receipts from the time of
collection to the time of deposit. This information shall always be readily available
for audits.
Computer generated receipts, or pre-numbered receipt books shall be acceptable
forms of documentation. Summary of all receipts issued in a day shall be reviewed
by the concerned officer as deputed by the respective DDO on daily basis.
As a minimum, receipt documentation shall include:
i. Payers name
ii. Amount of payment
iii. Mode of payment (cash, cheque, money order, etc.)
iv. Purpose of payment
v. Date of payment
vi. Initials of WAPDA employee collecting funds
This shall apply to receipts collected directly from individuals, as well as,
received through the mail.
The GMF (Co-ordination) shall schedule a mandatory training for all employees
authorized to receive cash receipts who have not already received the mandatory
training. Training Cell shall ensure coaching of departmental record-keeping
guidelines for cash receipts and provide instructions for, but not limited to, the
following:
i. Maintenance of receipt book, or other methods to record transactions
ii. Reconciliation procedures for cash shortages and overages
iii. Receipt of electronic payments
1. Every office of the Authority handling cash or operating a bank account must
record all its cash transactions in a Cash Book (Annexure-21).
2. A Cash Book which is to be used for recording the transactions of a subsidiary
cash account, imprest or otherwise, maintained at some distance from the office
of Budget and Accounts Officer will have sheets in duplicate, the top sheets
being perforated vertically on the left hand side. When an account of the
subsidiary cash is submitted monthly or at shorter intervals, the top sheets may
be detached from the Cash Book and sent to the main office together with all
vouchers and other supporting documents.
3. The Cash Book is one of the most important accounting records of any office and
every care should be taken to keep it neat, clean and in proper order.
4. The Cash Book must be balanced on the last day of every month, but in any case,
during a month, running totals in pencil must be entered in the receipts and
payment columns on daily basis, and the balance agreed with the actual cash in
hand.
5. Arrangements should be made with banks to send to the accounting office
concerned, as soon as possible, after the end of the month a statement of the
bank current account. If the closing balance shown in the Cash Book differs from
the balance shown in the bank statement as at that date a reconciliation of the
two figures should be prepared and entered in the Cash Book.
6. An entry once made in the Cash book should in no circumstances be erased. A
mistake should be corrected by reversing that entry and writing the correct one.
7. In the offices of General manager Finance (Co-ord., Water and Power) the
Cashier will maintain the Imprest Cash Book (Annexure-22) and also a Chest
Incoming/Outgoing Register (Annexure-23) to record the daily transactions of
moneys received and paid by him respectively against the permanent advance
held by him and the cheque drawn by him for other disbursements like T.A., pay
etc.
8. Both the Imprest Cash Book and the Chest Book will be closed and balanced daily
to show the balances at hand, which will be checked and signed by the Budget
and Accounts Officer-in-charge of the Cash Section.
9. Payments made through banks and posted in the Cash Books maintained by the
Managers Finance (Co-ord., Water and Power) each entry therein will be checked
and attested preferably by the Budget and Accounts Officer.
10. At the close of each month the cash books will be checked by the Director,
Budget and Accounts (Co-ord., Water and Power) and the summary thereof
signed by him.
11. In formation/project office, the Budget and Accounts Officer and the DDO should
check all the entries in his Cash Book, at least every week after the date of their
occurrence and he should initial the book, dating his initials after the last entry
checked. The Cash book should be signed by him at the end of month and such
signature should be under-stood as acceptance of responsibility for all the entries
of the month inclusive of the closing balance. This procedure will, however, not
relieve the Project Director / Resident Representative, as Incharge of the Project
/ Regional Office, of his responsibility of seeing that the funds placed at his
disposal are disbursed in a proper way, and under due authority.
12. The actual balance of cash in an accounting office should be counted at the close
of business on the last working day of each month or before the commencement
of business on the first working day of the following month and such balance
agreed with the Cash Book balance. Where there is any discrepancy, an entry
should be made in the Cash Book, supported by a voucher giving full particulars
and duly authorized by the highest executive official in that accounting unit.
13. In addition to the monthly check of cash and the Cash Book the Heads of
Offices/Disbursing Officers shall, count the cash in the chest, daily in the
presence of the Cashier and record a certificate on the cash book writing the
amount of the cash counted in words and figures, over their full signatures.
14. The Heads of Offices/DDO shall also make surprise checks and count cash in the
safe in the presence of the Cashier.
The relevant GM Finance shall be responsible for the establishing and enforcing
policies and procedures governing the cash disbursement, maintenance of the
records, accounting for cash disbursed and performing periodic reviews of
procedures being followed.
The DDO shall be accountable to respective GM Finance on behalf of Member
concerned, for the proper execution of matters ancillary in the administration and
monitoring of the cash handling activities.
formation as per Annexure 24, 25, 26, 27 and 28 for development projects and
Annexure 29 for additional demand by power wing formations (Hydel
operations). The form shall be completed in its entirety and shall contain the
details for which the funds are required (i.e. materials to be purchased,
meetings to held and with whom etc.), alongwith copies of supporting
documentation (i.e. detailed invoices or receipts for all expenses incurred/to
be incurred).
4. If the form is incomplete or some pertinent supporting documentation is
missing, the missing information shall be identified and the request shall be
returned to the sender.
5. The disbursement shall not be made for:
i. Personal expenses i.e. meals, room, travel for a spouse or family, or when
not on bona-fide purpose except as per terms of appointment.
ii. Purchase and/or maintenance of equipment located at a home or other off-
site location.
iii. Political contributions.
iv. First class airline tickets, except for overseas travel, otherwise shall be pre-
approved due to justifying circumstances.
v. Cash Payment
Once the bill of the contractor is finalized and approved by the DDO, the B&AO of the
accounting unit passes the following entries:
1. Journal Voucher to record the liability
Account Tile G/Ledger code
Dr. Work in Progress Relevant code
Cr. Payable to Contractor Relevant code
Cr. Retention Money payable Relevant code
Cr. Tax deducted at source Relevant code
Cr. Mobilization Advance Relevant code
2. On receipt of funds the following entry is passed.
Account Tile G/Ledger code
Dr. Bank Account Relevant code
Cr. Head office account Relevant code
3. When payments are made
Account Tile G/Ledger code
Dr. Payable to Contractor Relevant code
Dr. Tax deducted at source Relevant code
The employees should be paid through their bank accounts and cash payments shall
be discouraged at all levels. Cash payment shall be made only in special cases.
12.12.9 Review
All disbursements shall be reviewed for accuracy by the DDO/PD, before the
cheques are signed.
All disbursements are made by the DDO/PD through his Budget and Accounts
Officer. The Project Director is the primary disbursing officer of a project, and all
receipts and payments on account of the Authority made by his subordinates are
made on his behalf and on his responsibility. Project director is also responsible for
maintaining records of all Receipts and Payments made by his subordinates.
Accounting Entry:
Following entry shall be passed for recording of disbursements:
12.13.1 Responsibility
The Authority has delegated the authority and responsibility for establishing policies
and procedures for all cash handling activities to the respective heads of wings. The
DDO of the formation/project shall be primarily responsible for custody and
maintenance of effective controls over the cash/funds of WAPDA. He shall ensure that
the following is strictly complied with:
i. Enforcing policies and procedures governing the receipt, handling, custody,
and disbursement of funds.
ii. Requiring the establishment and maintenance of records, accounting for
funds received and paid by WAPDA.
iii. Performing periodic checks of the persons with cash handling operations.
iv. Establishing and authorizing procedures for granting, maintaining, and
terminating departmental petty cash funds.
The respective DDO shall appoint and approve the appointment of a custodian to
monitor its use and replenishment. A custodian cannot appoint or approve
himself/herself. In addition, there shall be limited access to the fund.
Budget & Accounts Officer shall be notified if there is a change in the petty cash
custodian. In order to ensure accountability to the new custodian, Budget &
Accounts Officer shall document the fund at the time of the change.
12.13.3 Responsibilities
It shall be the responsibility of the custodian to ensure that this fund shall be used
to cover only those expense reimbursements for which it is not possible to use
normal purchasing methods such as purchase order. In addition, the custodian shall
ensure that fund use is consistent with the manner described in the documentation
that initially established the fund.
An account of the imprest cash should be kept in the Imprest Cash Book. This book
is in duplicate with the top sheet perforated vertically on the left side. At the end
of the month or whenever further reimbursement is required, the book should be
balanced and the top sheets with all the relevant vouchers should be sent to the
officer who reimburses the imprest. This book will in any case be balanced and
closed daily under the signatures of the Disbursing Officers throughout WAPDA
provided that in case of the offices of General Manager Finance (Co-ord., Water
and Power) signatures of the Budget and Accounts Officers, Incharge of the Cash
Section, will suffice.
12.13.4 Safekeeping
The imprest-holder is responsible for the safe custody of imprest moneys and he
must at all times be ready to produce the total amount of the imprest in vouchers
or in cash. Physical security shall be emphasized to the employee involved in cash
handling. The following general guidelines shall be followed to maintain the
integrity of those who are handling cash:
i. Unauthorized persons shall not be allowed in areas where cash is handled.
ii. Safe doors shall be kept closed during working hours and locked at times
when it is not necessary to be in and out of the safe.
iii. Individuals shall keep working funds to a minimum at all times. Cash shall
never be unattended. If an employee leaves his or her work station for any
reason, regardless of how briefly, cash shall be appropriately secured in a
locked place.
iv. For overnight storage and during other periods when cash is not being used,
it shall be kept in a safe.
v. Under no circumstances an individual shall keep WAPDA cash with their own
personal funds, deposit WAPDA funds in a personal bank account or take
WAPDA funds to ones home for safekeeping.
12.13.5 Documentation
The Custodian shall properly document each transaction in the following manner:
i. Record each transaction on the petty cash reconciliation, identifying all
pertinent information (Payee, purpose, transaction detail and date of
expense). Identify the department and expense code to be charged.
ii. For reimbursement of business meals the names of the individuals in
attendance, the business purpose, date, and place of meeting shall be
clearly stated on either the petty cash reconciliation or the supporting
documentation.
iii. In all other cases the individual receiving the payment shall either sign the
petty cash reconciliation or the documents to acknowledge the receipt of
cash.
iv. Attach all original receipts to the petty cash reconciliation statement.
12.13.6 Reconciliation
The petty cash reconciliation shall be kept indicating the amount disbursed, the
purpose of the withdrawal, and the signatures of the person receiving the cash.
The receipts, plus cash on hand, shall equal the total amount of the fund at all
times.
When the petty cash cheque shall be entered into the computer system the debits
shall be made to the expense accounts affected by the summarized transactions.
Once the petty cash fund is reimbursed, all petty cash vouchers and related
supporting documents attached to the cheque request shall be marked "PAID" to
prevent reuse.
Disbursements of small amounts of cash shall be made from the petty cash fund for
minor expenses. A petty cash voucher shall be completed and signed by the
individual requesting the funds. Vouchers shall be approved by the respective DDO
for the cash disbursement. In case of Imprest accounts maintained at other offices
or departments or location etc the petty cash voucher shall be approved by the
head of department/managers/incharge of the office as the case may be.
Normally the following procedure shall be followed for managing the petty cash:
i. The limit for a Petty Cash Imprest should be kept to the minimum which
may be expected to be required in a period of ten to fifteen days.
ii. The reconciliation of the account shall be prepared on a daily basis.
iii. Cashier shall prepare a petty cash voucher with description, date, name of the
person to whom cash is given, the amount, and the signature of the staff
member in charge of the petty cash. This voucher shall be kept in a cash
voucher file.
iv. When a receipt of cash is being made, it shall be checked and attached with
the voucher to complete the entry in the file.
v. Cashier, who is in-charge of the imprest account shall check the petty cash for
vouchers with number of supporting documents and notify the person with the
cash to provide the receipts.
vi. The petty cash shall be kept in a fire-resistant safe.
vii. To replenish the imprest account, person in-charge of the imprest account
shall prepare the imprest sheet on a daily basis which contains the details of
expenses.
viii. Periodically, the DDO shall make unannounced counts of the petty cash.
ix. The annual closing of petty cash shall take place on June 30th.
In the event that petty cash is stolen, the following procedures shall be followed:
i. Inform security personnel of the theft.
ii. Obtain a copy of the incident report and attach to the petty cash
reconciliation. Submit the reconciliation and report to the DDO.
iii. Insurance claim procedure should be followed immediately, if applicable.
The petty cash fund shall be closed when the purpose for which the fund is
established, has been completed, as determined by either the Department Head or
the management of WAPDA. In addition, the DDO shall reserve the right to conduct
periodic usage reviews and, based on the results, shall request closure or reduction
of the fund.
The objective of this policy is to set out a mandatory process for opening,
maintaining and closing accounts with banks and other financial institutions and to
ensure that WAPDA maintains adequate control over its funds through the creation
of a formal process for establishing and maintaining WAPDA bank accounts.
This policy shall apply to all accounts that shall be used for the benefit of, or in
connection with, WAPDA program or activity and shall govern all bank accounts
maintained for operating purposes.
12.14.1 Responsibility
1. The Member concerned shall have the power to approve the establishment
of bank accounts for WAPDA purposes. No accounts in the name of WAPDA,
shall be operated without the prior written consent of the Member
concerned.
2. The respective DDO shall ensure compliance with WAPDA policies and
procedures, timely reconciliation of bank accounts, adequate segregation of
duties regarding the administration of the account, monitoring the
continued need or appropriate structure for such accounts, and other
oversight requirements as appropriate.
3. The respective DDO shall be accountable to respective GM Finance on behalf
of the Member concerned, for the proper execution of matters ancillary to
the administration of bank accounts as are necessary for the establishment
and maintenance of bank accounts.
1. The Head Offices of Water and Power Wings will keep the following
separate bank accounts with the National Bank of Pakistan, WAPDA House
Branch, Lahore for funds to be received from the Federal and Provincial
Governments, in line with instructions issued by AGPR from time to time.
i. The General Manager Finance (Water/Power) will have one bank
account for Federal Water/Power Projects. All releases obtained from
Federal Government for Water Projects will be credited to this account.
ii. The General Manager Finance (Water/Power) will have one separate
bank account for Provincial Water/Power Projects. All releases obtained
from Provincial Government for their respective projects.
2. Separate column for each Province will be maintained for these funds in the
Cash Book, in order to keep separate record of transactions relating to each
Province.
3. The General Manager Finance (Water/Power) will distribute these funds to
the concerned Projects according to their demand.
1. The General Manager Finance (Power) under Member (Power) will have two
separate bank accounts one for Electricity Revenue and the other for funds
to be released by the Federal Government for Power Development Projects.
2. For this purpose the General Managers concerned will submit their monthly
demands to the Member (Power) and funds will be allotted to the various
Power Development Projects on the recommendations of the General
Managers concerned.
3. Funds for meeting expenses on account of Customs Duty and Sales Tax for
imported goods and materials will be remitted to the CRRK by the General
Manager Finance concerned.
4. On instructions from the General Manager Finance concerned one or more
bank accounts may be opened for a project. Normally an account will be
opened with one of the designated banks at its branch nearest to the
project office. A project office will normally be located near the
construction site.
5. For disbursement at site, subsidiary bank accounts may be opened with the
branches of designated banks. Such subsidiary bank accounts should be
operated by an Executive Officer jointly with a member of the Budget and
Accounts section, at site.
6. Where the need for a separate WAPDA bank account has been identified, a
written request shall be made to the concerned Member. Arrangements for
the maintenance of appropriate records and reconciliations shall be
established and approved by the respective GM Finance.
7. Subsequently, if any such bank account becomes unnecessary, a written
request for the closure of bank account shall be submitted in writing to the
12.14.5 Recording Bank Accounts and Related Activity in the General Ledger
On receipt of a Cheque Book from the bank, the Accounts Officers authorized to
keep custody of the cheque books count the blank cheques to see that none is
missing, and a receipt issued to the bank on its printed form. He should also record
a certificate of count and correctness of the number of forms contained in the
Cheque Book in a register to be maintained for this purpose (Annexure-30).
1. Cheque Books must be kept under lock and key but apart from cash, in the
custody of an officer not lower in rank than a Grade-17 officer and must not
be retained by the Cashier except for writing cheques and arranging their
dispatch to the payees etc. during working hours.
2. In Project and Field Offices also the senior most Budget and Accounts Officer
should act as custodian of the cheque books and they would be responsible to
keep the same under lock and key.
3. In offices where Grade-19 Budget and Accounts Officers are posted, a Grade-
18 or 17 (Co-ord.,) Budget and Accounts Officers will be nominated by such
Grade-19 Budget and Accounts Officer to be incharge of the Cash Section for
all purposes including safe custody of Cheque Books which should be kept
under lock and key.
4. In WAPDAs Head Offices i.e. offices of General Managers Finance (Power),
Manager Finance (Co-ordination), and Manager Finance (Water), Cheque
Books should be kept in the personal custody of the Budget and Accounts
Officers Incharge of Cash Section.
5. In Pension Section, Gratuity Section and Group Life Insurance Section, Cheque
Books should be kept under lock and key by the respective Grade-17 Budget
and Accounts Officers Incharge of the sections.
6. In the case of signatories of the Office Bank Account at Head Office, the
signatory of the accounts side shall be regarded as first signatory and it shall
be his duty to obtain signatures of the other co-signatories of the executive
sides.
7. In Project Offices where Accounts Assistant are working as Head of
Accounts/Cash Section, Cheque Books must be kept under lock and key by the
concerned Project Directors, as the case may be.
When cheques are written out, in order to reduce the risk of fraudulent alteration
spaces should not be left blank in front of or between or after the words and
figures of the cheques. Unless the cheques are to obtain cash they should be
crossed and made payable to order. If a cheque is in the name of a company or
firm or of a person who is known to have bank account the cheques should be
crossed and the words Accounts Payee only be entered between the crossing
lines. The counterfoil of the cheques should always show the name of the payee
and the amount in words and figures and it should be initialed by both the
signatories of the cheques.
In view of the fact that cheques are to be crossed and made payable to order or to
Account Payee only it is important that the names of the payees are correctly
written on the cheques.
Cheques may be cancelled for errors in writing or any other reason. The cancelled
cheque shall be clearly marked as void. All void cheques shall be kept in a file in
numerical order for audit purposes.
If the currency of a cheque should expire owing to its not being presented at the
bank for payment within six months after the date of its issue, it may be received
back by the drawer who should cancel it by first crossing out the signature and
then drawing two paralleled lines across the cheque and by writing cancelled in
between the line and then issuing a new cheque in lieu of it. The fact of
cancellations and the number and the date of the new cheque should be noted on
the counterfoil of the old cheque, and the cancelled cheque should be pinned to
the counterfoil of the new cheque. The fact of the cheque having been issued
should be entered on the date of issue in the particular column of the Cash Book,
but the amount should not be entered in the column for payment except in a case
where a fresh cheque is being issued in lieu of a cheque which had remained
unpaid for six months after its issue, and the amount had been written back in
accordance with the instructions. In such a case the amount of fresh cheque issued
will be entered in the column for payment and debited to the account which was
credited at the time of the cancellation of the original cheque.
Stop payment orders shall be issued for cheques that are lost in the mail or for
other valid reasons. Stop payments shall be processed by telephone instruction and
followed by written authorization to the bank by signatories.
The objective of the policy is to establish procedures and guidelines that shall be
followed to identify the process that shall assist in expediting the collection of
cheques when performing the cheque acceptance activities ensuring that only
those cheques are accepted that are in accordance with the standards mentioned
in this policy.
The compliance of following procedures shall be ensured:
i. Cheques shall be made payable to the Water and Power Development
Authority. Third party cheques shall not be acceptable. The following
information must be on each cheque:
a) Serial No, Account No, bank address
b) Amount (both written and numerical)
c) Authorised signature (on the signature line)
d) Valid date
ii. Cheques accepted for payment may be returned by the bank due to
insufficient funds or some other reason. The Budget & Accounts Office shall
be notified of the returned cheque, and it shall be the department's
responsibility to collect the funds owed and any bank fees. A returned
cheque shall be debited to the same account to which it was initially
credited.
iii. WAPDA shall accept personal cheques for payment until an individual
presents a returned cheque for payment.
iv. A cheque made payable to WAPDA but drawn on an account other than that
of the person presenting the cheque for payment shall be accepted with
notation of the other persons name and/or identification number.
v. Receipt procedures shall remain in effect when payment is made by
personal cheque.
vi. Individuals shall be charged a stated amount for the handling of a returned
cheque and no additional cheques shall be accepted from the individual
until the said amount of the returned cheque is paid.
vii. An individual who presents a second returned cheque shall be barred from
paying by cheque in the future.
viii. An individual who makes payment with a forged cheque shall be prosecuted
under appropriate statutes.
ix. The following steps shall be strictly followed when accepting cheques:
a) Verify the identity of the presenter using photo ID
b) Verify account of account holder
c) Avoid accepting cheques from a new account without verification
d) Ensure that the cheque is made out to WAPDA and is properly dated
and signed
x. The staff person recording payment information shall record cheque number
as part of the payment record and follow approved cash receipts procedures.
xi. The Budget & Accounts Officer shall:
a) Follow cash receipts procedures for deposit
b) If cheque is returned, shall make copy of cheque and forward original
to the person that accepted cheque
c) Record appropriate book keeping data to adjust deposit and income
figures and bank charges
d) Maintain listing of individuals who have presented returned cheques
e) Limitations on Acceptance of Cheques
i. The Budget & Accounts Officer shall not be authorized to
return cash to a person in the event that the cheque exceeds
the amount due to WAPDA. In such cases the payment shall
be made through a cheque.
The Budget & Accounts Officer shall receive and accept foreign currency cheques.
The cheques shall be accepted in the form of foreign currency from countries as
upon the discretion of the Authority. The Budget & Accounts Officer shall retain a
copy of each foreign currency cheque deposited in the bank.
The face value of the deposit shall be noted on the monthly deposit report, which
shall include the foreign currency, and the amount of the foreign currency.
The Budget & Accounts Officer shall receive credit advices in order to confirm
and/or match activity from WAPDA bank. Documentation shall be forwarded to the
Budget & Accounts Officer where the net amount shall be posted to the monthly
deposit report specifically designed for foreign cheques and the corresponding
entries shall be prepared.
The credit advice shall include the following:
i. currency, name of drawer and endorser,
ii. WAPDA bank account number credited,
iii. face amount of cheque,
iv. exchange rate,
v. Fee and a copy of the cheque.
1. Anyone authorized in this behalf may en-cash cheques at the branch located
in WAPDA area in accordance with the bank's usual policies. WAPDA payroll
and travel / reimbursement cheques may be cashed at this branch as well.
2. Cheques shall be signed as referred in policy on Authorization and Processing
of Disbursement.
3. Payroll transfer letter shall be considered a cheque and shall require two
authorized signatures.
4. The Budget & Accounts Officer shall prepare cheque from authorized voucher.
12.15.3 Security
As cheques are forms of cash, therefore, shall be guarded with the same degree of
security and deposited with the same frequency as currency. The DDO shall be
responsible for secure and reliable transportation of the department deposits via
armored car services, WAPDA security escort or courier, or in-person delivery to
deliver the deposits to the Bank.
Accounting Entry
Following entry shall be passed on the receipt/deposit of cheque:
Account Title G/Ledger code
Dr. Bank Relevant code
Cr. Relevant Head Relevant code
The GMF of respective wing shall ensure compliance with WAPDA policies and
procedures in the timely reconciliation of bank accounts, adequate segregation of
duties regarding the administration of the account, monitoring the continued need
or appropriate structure for such accounts, and other oversight requirements as
appropriate. The standard format for the Bank Reconciliation Statement is as per
Annexure-31.
The objective of this policy is:
i. To provide guidelines for the development of WAPDAs bank reconciliation
procedures.
ii. To ensure that only bona fide bank transactions are recorded in WAPDAs
general ledger.
iii. To ensure that WAPDA maintains adequate control over the process of
comparing the accounting records to the banks records in order to resolve
any possible discrepancies which may arise due to the timing differences
between when data is entered in the bank systems and when data is
entered in WAPDA system, or due to any error.
12.16.1 Responsibility
2. The concerned Accounts Staff shall compare dates and amounts of daily
deposits on bank statements to the cash receipts journal as well as bank
transfers and any items rejected by the bank due to insufficient funds, etc.
3. Reconciliation procedures shall include the following steps:
i. Compare the cash receipts to the receipts shown on the bank statement
(the credits on the bank statement); for each receipt that agrees, mark the
item in both the cash book and the bank statement.
ii. Compare the cash payment to the payments shown on the bank statement
(the debits on the bank statement); for each payment that agrees, mark
the item in both the cashbook and the bank statement.
iii. Any un-marked items on the bank statement (other than rare errors
made by the bank) shall be items that should have been entered into
the cash books, but have been omitted for some reason; these should be
entered into the cash book and then the amended balance on the cash
book can be found. To find the correct cash book balance a ledger
account shall be used for the bank with the original cash book balance
shown as the brought forward balance and any additional payments
shown as credits and receipts as debits.
iv. Finally, un-marked items in the cash book shall be the timing
differences; un-presented cheques, these shall be used to reconcile the
bank statement closing balance to the corrected cash book closing
balance.
4. Cheques outstanding for six months shall be investigated by the respective
DDO/ PD.
5. Upon completion of the reconciliation process, the respective DDO/ PD shall
review the statements and approve adjustments to cash accounts.
13.2 RESPONSIBILITY
All valid accounts payable transactions, properly supported with the required
documentation, are recorded as accounts payable in a timely manner. Information
is entered into the system from approved invoices or disbursement vouchers with
necessary documentation attached. Only original invoices are processed for
payment unless duplicated copies have been verified as unpaid by researching the
vendor records. No vendor statements are processed for payment.
The following are the minimum requirements which shall be necessary for the
Budget and Accounts Office to process the payables:
i. All required parameters for the payments are covered, which are:
a) Proper invoice of the vendor/supplier
b) Proof of receipt of goods or completion of services
c) Proof of prior approval of the competent authority
d) Availability of budget limits
e) Purchase order or running contract or single payment
f) Urgent payments are being requested and carry approval of the Head
of Department
g) Advances are being made on proper approvals and that previous if
any are settled
h) Salaries are being processed according to the laid procedures
i) All regular payments on account of rents, rates and taxes are being
made according to the agreements
j) All contractors bills are being processed according to the agreement
ii. In case of any deficiency the accounts section will return the payment claim
with remarks to the concerned section for rectification of the short coming.
iii. In case payment being in accordance with the laid procedures, the accounts
section shall process the recording of the payables and forward approved
voucher etc., to the banking section/department for processing of payment.
13.4 AUTHORIZATION
The staff at Budget and Accounts Office establishes control of invoices as soon as
they are received. Vendors are instructed to mail all invoices directly to the
Procurement Department. Upon receipt, each invoice is stamped and delivered to
the payable desk. Any invoice out of the control of the accounting staff is copied
and kept in an accounts payable follow-up file.
The following procedures are applied to each bunch of documents by the Budgets
and Accounts Officer:
i. Checking of the mathematical accuracy of the vendor invoice.
ii. Comparing the nature, quantity and prices of all items ordered per the
vendor invoice to the purchase order/request and packing slip.
iii. Ensuring the goods have been received/services rendered
iv. Documenting the general ledger distribution, using WAPDAs current chart
of accounts.
v. Confirming the review and approval of the DDO / PD associated with the
goods or services purchased.
Advance payments to be made on signing the contract (for mobilization and similar
expenses) shall be related to the cost of goods, works or services covered by the
contract. The advance payment whether for mobilization or other purpose shall be
released only after furnishing a bank guarantee for the specified amount and from a
bank of good repute. The bank guarantee shall always be verified/got confirmed
from the issuing bank.
Progress payments shall be made in accordance with the terms of the contract and
after compliance with the conditions laid down in the contract for such payments.
The application for payment submitted by the contractor shall be reviewed by a
designated official to verify that:
i. Payment is due and in accordance with the terms of the contract
ii. All conditions laid down in the contract have been complied with
iii. All the details of work done or goods supplied have been recorded
iv. Rates are as agreed
v. Quantity and quality have been verified by technical person.
Payments under each contract shall normally be made in the currency or currencies
in which the price has been stated in the successful bid. However, if the bidder has
shown the percentage of payments to be made in other currencies, the exchange
rates for a reference date specified in the contract shall be used to maintain the
value of the foreign currency portions of the contract price - without loss or gain.
13.7.5 Payments
All payments under the contract except refund of retention moneys shall be net of
retention money as specified in the contract and taxes applicable at the time of
payment. All payments shall be made by crossed cheques.
Accounting Entries
Account Title G/Ledger code
Accounting for Advance for Mobilization
Dr. Mobilization Advance Relevant code
Cr. Bank Relevant code
Accounting for Capital Work In Progress
Dr. Capital Work In Progress Relevant code
Cr. Payable to Contractor Relevant code
Cr. Retention Money payable Relevant code
Cr. Tax deducted at source payable Relevant code
Cr. Mobilization Advance Relevant code
Accounting for Payment to Contractor/supplier
Dr. Payable to Contractor Relevant code
Cr. Bank Relevant code
xii. All transactions covering advances, issue of materials, payment of bills and
retention money will be recorded in Contractors Control Account in the
General Ledger. Detailed accounting of these transactions will be in a
subsidiary ledger, in which a separate account will be opened for each
contract or work order. The subsidiary ledger (Annexure-5) will provide
the name of the contractor, the number of the contract, description of
work and location, job number, dates of commencement and completion of
contract, and security deposits held by the Authority and will have columns
for: Date; Particulars; Folio; Total; Details column for Material Issued; Cash
and other Advances; Personal Account; Retentions and Remarks.
xiii. The Total column and each of the Details columns will have separate sub-
columns for debit and credit items.
xiv. Any adjustment between Contractors Control Account and another account
in the General Ledger between one contractors account and another
contractors account in the subsidiary Ledger or between one Details
column and another Details column in the same contracts account should
never be recorded in the ledger without passing a Journal entry. In no case
should a direct transfer be made from one account to another account or
from one column to another column in the same account.
xv. On the completion of a project, when the final costs both direct and
indirect have been ascertained, the indirect charges will be apportioned
over the facilities in an equitable basis.
13.9.1 Responsibility
The responsible official for ensuring proper accounting of payroll expenditure shall
be the respective DDO/PD.
The respective DDO/PD shall ensure that all payroll expenses are reasonable,
allowable and allocable to budgetary units.
The important procedures related to the payroll function at WAPDA as laid in the
manual shall be closely adhered to.
The payroll process begins from Administration (HR) Department which hires new
staff, adjust salaries and wages, establish payroll deductions, promote, transfer &
terminate employees through retirement or otherwise. The Admin Department is also
repository for all employment history records. A register shall be maintained for
recording attendance, absence & tardiness on a daily basis as a timekeeping. At the
end of each month the Budget and Accounts Office shall prepare payroll based on data
obtained from the Admin department and timekeeping register.
WAPDA shall operate monthly payroll software. A personal file shall be established
and maintained for all employees with current documentation by the Admin
Department.
The following forms, documents and information shall be obtained and included in
the personal files of all new employees:
i. WAPDA employment application.
ii. Applicant references (work & personal).
iii. Interview questions and notes.
iv. Starting date and scheduled hours.
v. Job title and starting salary.
vi. Authorization for direct deposit of pay-cheque.
vii. Signed completed processing form.
viii. The salary payment shall be authorized and approved by the respective GM
Finance.
The following payroll procedures shall be followed to the greatest extent possible:
i. Changes to payroll master file data (rates of pay, adding employees,
deleting employees, etc.) shall be performed by someone other than the
person who processes payroll.
ii. Changes are documented in writing and review of all changes to master
payroll data shall be made by an independent person authorized by the
DDO.
iii. Payroll shall be processed by an individual who does not have the
permission to make journal entries in the general ledger.
iv. Timely review of payroll shall be made by someone independent from
payroll processing and employee master file data input.
v. All of the following changes in payroll data shall be authorized in writing:
a) New hires
b) Terminations
c) Changes in salaries and pay rates
d) Voluntary payroll deductions
e) Changes in income tax withholding status
f) Court-ordered payroll deductions
vi. Periodically, adjustments shall be made to an employees payroll for various
reasons (salary and / or position changes during a pay period, employees
The Budget and Accounts Section shall process mandatory deductions from an
employees pay-cheque in compliance with governmental regulations, and
voluntary deductions within its scope in accordance with employees demand.
Voluntary deductions shall be made upon evidence of employees authorization for
such deductions. The Budget and Accounts Section shall ensure the timely
disbursement of amounts withheld from employees pay-cheques to government in
accordance with statutory regulations.
Voluntary payroll deductions shall be authorized in writing by the individual
employee. Submission to the Admin Department shall be the responsibility of the
individual employee for voluntary deductions. The individual employee should
check his or her payroll payments to verify such deductions have been
implemented and if the deductions have not been implemented, they should
immediately notify the Admin Department.
The Budget and Accounts Section shall be responsible for ensuring all required tax
forms have been properly completed and submitted, and that all required taxes
have been withheld and paid.
Upon production of all payroll reports and cheques, DDO shall review payroll prior
to its distribution to employees and shall sign the payroll register, indicating
approval of the payroll.
All special payments shall be approved by the respective DDO in advance. Any
payment request, which shall not have the appropriate approval, shall be returned
to the department.
Departments considering making any special payments to employees other than
those specifically covered under benefit program, should contact the Budget and
Accounts Section before making the payment to determine if the payment will be
considered taxable income and / or are subject to withholding tax.
Making payment to employees through bank transfer shall comprise of the following
steps:
i. The Budget and Accounts Section shall prepare monthly salary sheet with
gross pay, and deductions; signed by the respective DDO, and B & AO.
ii. The Budget and Accounts Section shall give the bank letter for transfer of
funds to concerned Manager Finance.
iii. The Budget and Accounts Section shall send letter to bank with particulars
such as name, bank account number, net amount of pay, alongwith a
cheque, directing the bank to transfer funds from WAPDA account.
iv. A pay slip shall be prepared for all employees with the information; bank of
deposit, account number, gross pay for the month, salary deductions
(provident fund, income taxes, house rent, license fee, water, electricity,
staff club, advances, loan against provident fund, interest, and net pay).
The respective B&AO/DDO shall file the following tax statements for all deductions
from salaries of employees, and tax deducted from payments made to contractors
and suppliers:
i. Monthly withholding tax statement
ii. Annual withholding tax Statement
The tax deducted from salaries of staff or the payments to contractors and suppliers
shall be deposited in the Government treasury within seven days of being withheld.
The respective B&AO/DDO shall issue the tax deduction certificates to the employees
on annual basis and to others within one month of the deduction.
13.10 RECONCILIATIONS
The concerned DDO/PD shall generate and submit to the concerned General
Manager Finance the establishment returns containing the details of employees
their basic salaries date of joining, date of retirement etc. The purpose of the
returns is to make provisions for pension and other allowances payable to the
retiring employees and arrange for actuarial valuations and calculations for pension
of the existing staff. The reports for actuarial purpose shall provide :
i. Report containing details of the employees engaged at the unit/project who
shall be retiring during the next financial year.
ii. Report on the employees who shall continue in service during the next
financial year.
iii. Report on the replacement plan against the employees retiring as per report
at 1 above.
13.12.1 Responsibility
The Budget and Accounts officer/DDO shall be responsible for ensuring that all
expenses relating to the financial year are duly accounted for in that particular
year even if the payments are made in the subsequent years. These expenses
would include telephone bills, electricity bills, audit fees, travelling claims,
markup payable on loans and other similar expenses.
The amount of accrued expenses shall be determined using the methods of specific
identification. The methods used to arrive at the best estimate are consistently
applied and based on supportable documentation. Expenses are recorded using
accrual basis and by following matching and prudence concept of accounting. The
methodology, source of information, computations, records of discussion, and
assumptions shall be documented and maintained for future reference, oversight,
or audits.
13.12.3 Reimbursement
The employees shall be reimbursed with the actual amount of expenses incurred
necessarily in the performance of the duties of their employment. In general,
reimbursement will be made only on the production of receipts or invoices.
The B&AO shall ensure that all payments under contingent expenditures are duly
supported, are for the project, have been duly approved by the competent
authority before being incurred and have been recorded accordingly.
In case of review of the expenditure of the contingent establishment the following
shall be ensured:
i. Pay allowed to contingent establishment does not exceed that sanctioned
for regular establishment of the same category.
ii. Budget allocation in lump sum or otherwise exists under the Sub-head
'contingencies'.
Accounting Entries
1. When expenses are accrued
Account Title G/Ledger code
Dr. Expense Relevant code
Cr. Accrued Expense Relevant code
14 PRE AUDIT
14.1 GENERAL
The objective of the policy is to establish standards for pre-audit of all payments
being processed by the Budget and Accounts Department at all
projects/formations/units. The purpose of pre-audit is to ensure that all payments
are in accordance with the laid rules and procedures defined by WAPDA. The pre-
audit will ensure that:
i. Proper authorizations for the expenditure are in place.
ii. The supporting documents are attached.
iii. The invoices or other document has been verified by the concerned
department.
iv. Proper budget allocations exist for the expenditure.
14.2 RESPONSIBILITY
1. The project authorities will make available to the Accounts Staff deputed for
pre-audit two copies of each agreement with the consultants and contractors
for each project. The Accounts Office will keep book of Financial Powers upto
date in order to see that sanctions are within the competency of the
authorities according to such sanctions.
2. The project authorities/Accounting Head of the Project will make available to
the Accounts staff deputed for pre-audit all orders and sanctions issued by
the authority/Government for their study, scrutiny and references They will
follow the following procedure for the audit of bills of Suppliers, Contractors
and establishment: etc.
Detail instructions for the pre-audit of Contractors/Suppliers bills, have been given
in the WAPDA Accounting Manual and CPWA Code. These instructions should be
strictly followed by the Auditors for the pre-audit of such bills. For general
guidance the following instructions are, however, laid down to supplement the
orders contained in other codes, manuals etc.
for ensuring that all the checks prescribed in the Codes have been carried out
by them.
make the required adjustment in the contractors invoice in hand. In case the
Engineering Consultant is not agreeable to the observation made, he will
within a period of one month from their receipt, communicate his reasons for
not accepting the audit observations to the Project Director who will in turn
supply a copy of these together with his remarks, if any, to the General
Manger Finance concerned for audit within a week. If the representative of
General Manager Finance concerned feels that the explanations given by the
Engineering Consultant are not to their satisfaction, they may discuss the
same in the monthly meeting to be held on 10th of each month, with the
Project Director, in which the Consulting Engineers representative may also
be invited to attend. Audit observations should be resolved as far as possible
in these meetings. Unresolved observations will be referred by the Project
Director with his detailed comments to the Chief Engineer/General Manager
and by the accounts representative to the General Manager Finance. The
latter will, if not satisfied with the explanation, bring up the audit
observation at the monthly meeting with the General Manager in charge of
the Project.
2. If the replies to the audit observations are not received within five weeks, it
will be presumed that the audit observations have been admitted and
necessary compliance thereof will become imperative
The application for the recoupment of the imprest should be supported with the
relevant cash-book page alongwith detailed classification for charging the accounts
and the original receipt/supporting vouchers. The detailed audit of supporting
vouchers shall be carried out by the Sr. Budget & Accounts Officer/ Budget &
Accounts Officer. The irregular payment pointed out by the Sr. Budget & Accounts
Officer/Budget & Accounts Officer, should be booked under a separate head Item
awaiting adjustment in imprest Accounts as required under WAPDA Accounting
Manual which should be cleared either by the removal of the objection or by the
amount being made good by the imprest holder as early as possible and in any case
before the finalization of accounts for the financial year.
loan is entered in the Advance Register of the new accounts office to watch
recovery of monthly installments through the pay bill of the individual
concerned. The credit of the amount recovered is passed on to the Central
Accounts through Bank Drafts. Similarly new advances/loans paid to the
employees by Central Accounts are also entered in the Advances Register for
watching recovery and passing on credits to the Central Accounts Office
concerned.
2. If the substantive pay last drawn was more than the minimum of the
scale of the new post, his pay will be fixed at the stage in the scale
corresponding to the pay last drawn or if there will be no such stage,
at the next lower in the scale. From the pay so fixed, the amount of
the pension shall be deducted.
3. Where the substantive pay drawn immediately before retirement
was more than the maximum of the scale of the posts in which the
Officer is re-employed, his pay may be fixed at the minimum of the
scale of the post in which he is re-employed and he shall be allowed
to draw his pension in addition to the pay so fixed subject to the
condition that the initial pay fixed plus the amount of pension does
not exceed the substantive pay drawn by him immediately before
retirement. Once the pay is so fixed, he shall be entitled to draw
annual increment in the scale of the post provided that the amount
of pay (including increments) plus pension does not, at any, stage
exceed the substantive pay drawn before retirement.
c) The re-employed person shall earn increments in all cases where pay has
been fixed in a scale at a stage lower than the maximum.
d) In case the re-employed pensioner is promoted to a higher post, his pay
shall be fixed in such a manner as if he was a serving officer with the
difference that from the pay so determined the pension will be
deducted.
e) In a case where officiating pay is higher than the substantive pay was
drawn for a continuous period of 3 years or more immediately before
retirement, that may be treated as substantive pay for the purpose of
these orders.
f) The pay of the retired Military personnel re-employed in WAPDA will
also be fixed in accordance with the above principles. In their case
substantive pay shall also include the following elements, provided that
they were drawing before retirement/release/leave pending retirement
for a continuous period of 3 years or more:
1. Command / staff / charge pay
2. Instructional pay
3. Qualification pay
4. Disturbance pay
g) The word Pension means pension before commutation and / or
surrender, (Authoritys Office Order No. FO. B&C/2-III-Vol-II/312-99
dated 9.1.1974)
xix. The pay of the retired officer of armed forces up to the rank of Lt. Col/Col
re-employed on contract against equivalent post may be fixed in terms of
Para-1(a) of GOP Establishment Divisions O.M dated 21.08.2001 OR in terms
of clarification dated 05.11.2008 referred to above, whichever is more
beneficial. The option of the officers concerned may be obtained and same
once exercised shall be final. (Authoritys Office orders No. FO(B&F)/2-
111/Vol-14/4519-22 dated 17.06.2009).
14.10.1 General
1. The term Work Charged Establishment includes such establishment as is
employed upon the actual execution as distinct from the general supervision
of departmental labour, stores and machinery in connection with such a work
or sub-work, provided that as exception to the above, mistries and mates
employed in the interest of the Authority on the technical supervision of
contractors work and khalasis attached to subordinates for assisting them on
works will be treated as work charged establishment. When employees borne
on the temporary establishment are employed on work of this nature, their
pay should, for the time being, be charged direct to the work.
2. Works establishment does not include the clerks, draftsman, subordinate or
extra establishment of any kind for the divisional or sub-divisional Officers,
such being properly chargeable to temporary establishment, but where Dak
runners are employed solely for a particular work of a temporary nature, for a
period not exceeding 6 months, they may be treated as work-charged
establishment.
3. As an exception to the general rules, the cost of khalasis attached to
subordinates may be charged to annual maintenance and repairs or other
estimates in which provision for it has been made with the sanction of the
General Manager or the Chief Engineer, as the case may be.
4. The cost of works establishment must be shown as a separate sub-head of the
estimate for a work.
5. All pay bills of work charged establishment should be approved by the Division
Officer/P.D pre-audited by the Accounts Officer/B&AO before payment.
Before the pay of a member of the work-charged establishment, whose
services have been dispensed with, is settled up, the Sub-Divisional Officer
assumed that staff has not been on job physically. The expenditure incurred
on such staff shall, in that case, be recoverable from the officer who may
have sanctioned the establishment in question and the officer/subordinate
under whom it may have been supposedly employed in the proportion of
50% each in addition to any other suitable action that may be required to be
taken against them. (Authority: Director Finance letter No. 249/FD(I)36/70
dated 15.1.1966).
ix. The attendance register has been checked by an officer not less than B.P.S.
17 at least twice a month and by the XEN once a month. If the period of
engagement of the work-charged establishment on a particular work is less
than one month, the two checks by the S.D.O. and one check at least by the
XEN must necessarily be completed during the currency of the sanction.
x. Identity card No. in respect of the employees borne on work-charged
establishment be kept on record and mentioned on the bill every month.
14.11.1 General
1. Contingent expenditure comprises those charges which are incidental to the
management of an office as an office and include the cost of Stationery,
Postage, Telegram, Telephone Charges, Furniture, Advertisement, Office
Rent, Books and Periodicals, charges on account of Hot and Cold weather,
Contingent Establishment, Liveries, repairs to Furniture, Taxi Hire on duty
connected with the office and other similar petty charges.
2. Financial Powers of the officers for incurring expenditure on contingent items
are given in the Books of Financial Powers. The contingent expenditure is,
thereof, to be made according to these powers.
3. The articles purchased out of contingencies are accounted for in the various
registers etc. as prescribed by the Authority. One of the items of contingent
expenditure is contingent establishment. This is described in the succeeding
paras.
14.12.1 General
Travelling allowance is a compensatory allowance i.e. an allowance granted to
meet personal expenditure necessitated by the special circumstances in which duty
is performed. The fundamental principle is that the compensatory allowances
should be so regulated that the allowance is not on the whole a source of profit to
the recipient. For example, revision, of claims of travelling allowance is not
permissible in cases where an employee is promoted or reverted or is granted an
increased rate of pay with retrospective effect in respect of the period intervening
between the date of promotion or reverted or is grant of increased rate of pay and
that on which it is notified unless it is clear that there has been an actual change
of duties. To exercise the above check and others, the Authority has approved the
officers who shall work as Controlling Officer for the travelling allowance of the
staff working under them. No bill for travelling allowances, other than permanent
travelling allowance, can be paid unless it is signed or countersigned by the
Controlling Officer of the employee who presents it. The Controlling Officer can
not delegate to any of his subordinate his duty of counter-signature/powers.
viii. A claim not preferred within 6 months of its becoming due is a time barred
claim. The six months limit reckoned form the date of the individual
returning to his headquarters (or from the 1st of the following month if the
tour continues over that date).
ix. The tour of the individual is supported by a tour program or movement
order duly approved by the Controlling Officer. In order to ensure that
wasteful expenditure on the T.A has not been incurred, the Accounts Office
will see that proper movement orders, are issued by the Controlling Officer
before an employee proceeds on tour and that T.A bills are passed strictly
for the journeys mentioned in the movement order.
x. It should also be seen in Accounts Office that un-necessary expenditure is
not incurred on frequent changes of executive and accounts personnel.
1. The Budget and Accounts Office of all formations shall maintain an Audit
Register. All payments made with any observation or deficiency shall be
recorded in this register.
2. The B&AO is expected to see that rules and orders in force are observed in
respect of all transactions within a formation/project which comes within
the sphere of his duties. In case of any deficiency in payment documents,
the B & A O will return the payment claim with remarks to the concerned
section for rectification of the short comings. However the DDO concerned
may over rule the objections and order for payment. In such a case the
B&AO shall record his observations in the Audit Register and present to the
DDO who shall record his reasons for disagreement with the B&AO.
3. This Audit Register shall be provided to the team of WAPDA Internal Auditor
on their visit to the formation.
WAPDA receives foreign currency loans from the sources mentioned below:
i. Foreign loans, credits, grants which are negotiated by the Federal
Government with the loan giving Governments and Agencies and are then
passed on to WAPDA under the general relending terms. Various kinds of
loans, such as IDA, KFW, CIDA, ADB, IDBP, Italian Credits, Kuwait Loans and
German Counterpart Funds, etc., in different currencies are examples of
such loans and credits.
ii. WAPDA also gets foreign financing out of the Government foreign exchange
resources acquired through directly negotiated loans and credits by the
Federal Government with different loan giving Governments Agencies e.g.
Japan, Germany, United Kingdom, France, Canada, etc. These loans are
passed on to WAPDA under the general relending terms and conditions.
However due to limited resources available WAPDA is some times obliged to
obtain technical assistance and project assistance in the form of specialized
machinery/equipment and supplies, from the countries from where loans
are made available by the Government.
iii. Foreign loans, credits, grants which are directly negotiated by the Authority
with the lending Agencies and granted to WAPDA under the guaranteed
loans and are in various foreign currencies.
On receipts of foreign loans for WAPDA Projects on the guarantee of the Federal
Government, all the relevant documents are passed on to the concerned Project
Director/Chief Engineer for utilization, in accordance with the specific terms and
conditions of the loan. The terms and conditions may vary from loan to loan. The
Project Director/Chief Engineer after observing necessary formalities, enter into
contracts for visibles as well as invisibles, place orders or execute other erection
contracts etc., with the foreign firms and suppliers. The Project Directors/Chief
Engineers also take action towards utilization of foreign loans by arranging opening
of Letters of Credit through the Resident Representative, WAPDA Karachi, in
respect of imports of materials and through the General Managers Finance (Co-
ord., Water and Power), as the case may be, for contracts involving invisible
payments.
The following shall be the procedure for recording and accounting of the loan
disbursement by the Projects/accounting units:
i. Monthly disbursement report sent by the loan giving agency to the
PD/concerned GM indicating the reference of disbursement request on the
date of disbursement.
ii. Applicable rate of foreign currency conversion as appearing on the website
of the State Bank of Pakistan on the disbursement date indicated in the
statement provided by the lending agency.
iii. Concerned GMF office will record loan liability based upon monthly loan
disbursement statement of the lender and raise debit advice to the
concerned PD for recording expenses.
iv. On receipt of the Debit advice from concerned GMF, the concerned PD will
record expenses in the same month and reconcile the current accounts with
the Head Office to ensure recording of the loan liability by the GMF
concerned and expenses by the PD concerned are in the same month.
v. The concerned GMF will submit a report to the EAD on 15th of the following
month for the foreign relent loan.
Foreign loans are paid in periodical installments prescribed according to the terms
and conditions of loan agreements or according to the relending terms of the
Federal Government. The installments towards repayment as well as the payment
of interest relating to loans directly negotiated by WAPDA for Power Projects, are
made by WAPDA to the Government in Local currency, which they receive through
adjustment from the ADP or WAPDA. In respect of foreign loans for Water Projects,
WAPDA, pays interest only, to the Government, during the construction period of
the Projects, whereas no repayments of loans are to be made. For repayment of
the foreign loans negotiated by the Federal Government and passed on to WAPDA
under the general relending terms, WAPDA repays the installments of loans and
interest in local currency relating to Power Projects, into the Government Account
through WAPDA Bankers out of the Authority own resources. In this case too,
interest is only paid to the Government for Water Projects, during the construction
period of the Projects. The repayment of the loan in the foreign currencies to the
loan giving agencies is arranged by the Federal Government.
The accounts for the receipt and repayment of foreign loans individually for the
projects of Co-ord., Water and Power Wings are kept in the Book Keeping Sections
of the General Manager Finance (Co-ord., Water and Power) respectively. The debt
servicing liability will be discharged by the GM Finance concerned and incorporated
in the books of their respective Wings.
Foreign loans granted for Water and Power Projects are identifiable with the
relevant project and are recorded as such. In case a loan is granted for combined
projects or various projects the same is apportioned to the respective projects on
equitable basis.
The payments for imports are made through letters of credit (L/C) opened and
managed by the Chief Resident Representative Karachi, a self finance unit of
WAPDA, which is providing various services to Power and Water wings as well as
other outside entities. The funds for all payments are to be arranged by the
respective office through GMF concerned which requires the L/C to be opened by
CRRK as it is a service provider and not arranger of funds.
The payments of invoices of expatriates and for invisible accounts are made by the
GMF concerned on the basis of the invoices raised.
ii. Where WAPDA has signed contract for supply of goods as well as
installation, testing and commissioning of said equipment with the same
supplier, office of CRRK will open letter of credit for supply of goods and
services to be rendered.
iii. Where WAPDA has signed contract with foreign consultants for providing
services for inspection, installation or studies and no supply of goods is
involved, and WAPDA has agreed to pay for said services through letter of
credit, office of GMF concerned will open the letter of credit.
a) Agreement of the loan giving agency to the grant of loan, aid exists.
b) Approval of the Federal Government to the above agreement and to
the utilization of loan or aid has been obtained.
c) Budget provision has been got approved.
d) Name of the Pakistani Bank nominated by the State Bank of Pakistan
for utilization of the loan or aid has been specified.
e) The Authority to arrange payment from the Letter of Credit exists.
f) Stipulated period for arranging payment against the Letters of Credit is
prescribed.
ii. While approaching for the opening of the Letters of Credits the Chief
Engineer or Resident Engineer or Project Director concerned will send three
copies of the Purchase Order containing complete details and supported
with all the necessary information, pre-requisite for the opening of the
Keeping Section for crediting the loan/aid in his books and for raising of the
debit to the formation concerned, signifying the utilization of the loan/aid
to that extent.
iii. For recording particulars of Letters of Credit, a Letter of Credit Utilization
Register (Annexure-33) will be maintained in the Offices of the General
Manager Finance, (Co-ord., Water and Power) and all the Budget and
Accounts Officers of the concerned Projects.
17.1 RESPONSIBILITY
The respective GM Finance shall be responsible for revenue recognition and related
matters. The respective GM Finance shall be responsible for providing guidance and
assistance regarding revenue principles and monitor compliance with the
requirements set forth in this policy.
The GM (Hydel Operation) will issue power sale invoice to the NTDC/CPPA in
accordance with the provision of PPA at the tariff determined by NEPRA and
gazette notification by GOP. After due scrutiny of the power sale invoice and
confirmation from the Manager Finance NTDC/CPPA, the MF (Hydel Operations) will
record sale of electricity as income and receivable from NTDC/CPPA.
The power sale invoice shall comprise of payments for a fixed charge and a
variable charge. Fixed charge payments shall be computed by multiplying the fixed
charge rate with the installed capacity and variable charge payments shall be
computed by multiplying the variable charge rate with the net electrical output in
the month to which the relevant invoice relates. The fixed charge rate and the
variable charge rate for each agreement year will be approved by NEPRA and
notified by the Federal Government in the official Gazette.
The invoice shall state the due date for payment of invoice to be on or before 25th
of the month following the delivery of invoice. In case 25th is not a business day,
the following business day shall be deemed to be the due date.
The CPPA treasury office will release payment against the power sale invoice to the
GMF (Power) in the designated bank accounts. The GMF (Power) will issue credit
advice to MF (Hydel Operation) for the payment received during the month.
Miscellaneous income is recovered by the DDO and is remitted at the end of each
month to the GMF concerned.
Accounting Entries:
SALE OF ELECTRICITY
1. On Sale of Electricity
Dr. NTDC/CPPA Relevant Code
Cr. Electricity Sales Relevant Code
2. On Receipt of funds
Dr. Bank Relevant Code
Cr. NTDC/CPPA Relevant Code
MISCELLANEOUS INCOME
Account Title G//Ledger Code
1. Sale of Tender Documents:
Dr. Cash Relevant Code
Cr. Tender Fee Relevant Code
2. Deposit of cash at bank
Dr. Bank Account Relevant Code
Cr. Cash Account Relevant Code
3. On Receipt of Interest Income
Dr. Bank Relevant Code
Cr. Interest Income Relevant Code
4. On sale of scrap
Dr. Bank Relevant Code
Cr. Sale of scrap Relevant Code
The surplus funds available with WAPDA should be invested strictly in accordance
with the parameters approved by the Authority in line with the policy decision of the
Finance Division vide circular no.F4(1)/2002-BR11 dated 2nd July 2003. The surplus
funds of the Authority shall be deposited with financial institution in the manner
detailed herein after.
As required under the policy the Authority has set up in house professional treasury
management in the form of Investment Committees (IC) for approval of
investments of surplus funds. Transactions above the limits of the IC will be subject
to approval of Authority. The IC shall be assisted by an investment Management
Unit employing qualified staff with at least 3- 5 years of experience of managing
investment in debt/equity instruments. The decisions of these ICs shall be final.
The working balance required for operations may be deposited with any public or
private banks subject to the following requirements:
i. For the sake of the safety and security of deposits, the bank/ financial
institutions selected for depositing of WAPDA funds, should have a minimum
A rating as appearing on the website of the State Bank of Pakistan. This
A rating refers to the rating scale used by Pakistan Credit Rating Agency
and JCR-VIS Credit rating Company for banks incorporated in Pakistan and
Moodys Fitch and Standard & Poors rating for the foreign banks operating
in Pakistan. Rating scales of other agencies acceptable to the State Bank
should be equivalent to the rating of the above mentioned companies. In
case of any doubts, Information and clarification on this matter may be
obtained from Banking Policy Department of the State Bank of Pakistan;
ii. The process of selection of Banks should be transparent. Therefore, prior to
placing deposit with bank under this new policy, and in case the total
working balances exceed Rs. 10 million, the selection of the bank/(s) as
well as the terms of deposits will be approved by the Authority on the basis
of competitive bids from atleast three independent banks;
iii. The risk associated with keeping deposits should be diversified. Therefore,
in case where total working balance of an enterprise exceeds Rs. 10 Million,
not more than 50% of such balance shall be kept with one bank;
iv. In case the rating of the a particular bank with which funds have been
deposited drops below A, all new deposits shall be shifted within a period
of one month and old deposits within a period of two months to the
bank/(s) with at least A, rating;
The investments made by the WAPDA are classified in its financial statements as
follows:
i. Held to Maturity
ii. Available for Sale
iii. Held for Trading
Brief description of each type of classification is explained as under:
These securities are acquired with the intention and ability to hold those up to
maturity of the investment.
The securities which do not fall within the above category are classified under this
category.
The securities acquired with the intention to trade by taking advantage of short-term
market/interest rate movements are termed as held for trading. Such securities are
to be sold within 90 days from the date of their classification as Held for Trading
under normal circumstances.
The Authority will revalue the security holdings (both balance sheet as well as off-
balance sheet items) on annual basis and the same shall be properly reflected in the
books of accounts.
The Held to maturity Securities shall be carried at amortized cost and shall not be
required to be revalued. This will, however, be subject to the condition that once a
security is classified as Held to Maturity no subsequent reclassification/shifting to
Available for Sale or Held for Trading categories will be permissible
iii. Other Securities may be given in the notes to the financial statements.
Any impairment in the value of Available for sale or Held to Maturity securities
will be provided for by charging it to the Income and Expenditure Account/Profit and
Loss Account.
The measurement of surplus/deficit shall be done on portfolio basis for each of the
above three categories, separately.
19 INTERWING/INTEROFFICE TRANSACTIONS
19.1 INTRODUCTION
The nature of services for which debit/credit advices are raised within a Wing, are as
follows:
i. Net Hydel profit
ii. Payment of water usage charges
iii. Water utilization cess to IRSA
iv. GST input/output adjustment
Head Office Debit Advices will be prepared in duplicate. The original will be sent to
the Budget and Accounts Officer of the unit which is to be debited, and the other
copy retained in the concerned Budget and Accounts Head Office. A Debit Advice
Register (Annexure-34) shall be maintained at the head office and all formations.
Debit Advices issued by the Field Offices will be prepared in triplicate. The original
will be sent to the Budget and Accounts Officer of the unit which is to be debited,
the first copy to the Head Office concerned i.e. the General Managers Finance (Co-
ord., Water and Power) as the case may be, and the second copy retained by the
Budget and Accounts Officer of the issuing office.
All Debit Advices will be numbered in a uniform manner to ensure easy identification
of the issuing and receiving accounting units. The number shall start with the code
letters of the issuing accounting unit, followed by the serial number of the debit
advice and after a slash the code letters of the accounting unit to which being
debited, followed by a serial number for that particular accounting unit.
A debit advice should never be cancelled or modified by writing a letter. If for any
reason a debit advice is to be cancelled, or the amount of the debit is to be reduced
the cancellation or reduction of debit must be effected by issuing a credit advice.
Where the amount of the debit advice is to be increased, an additional debit advice
must be issued for the difference.
Head Office Credit Advices will be prepared in duplicate. The original will be sent to
the Budget and Accounts Officer of the unit which is to be credited and the duplicate
copy retained in the concerned Budget and Accounts Head Office. A Credit Advice
Register (Annexure-35) shall be maintained at the head office and all formations.
Credit Advices issued by the Field Office will be prepared in triplicate. The original
will be sent to the Budget and Accounts Officer of the unit which is to be credited,
the first copy to the Head Office concerned i.e. to the General Managers Finance
(Co-ord., Water and Power) as the case may be, and the second copy retained by the
Budget and Accounts Officer of the issuing office.
All documents in support of the credit will be enclosed with the original credit
advice and forwarded to the Budget and Accounts Officer of the unit which is to be
credited. All enclosures with an advice will be listed on the advice.
All Credit Advices will be numbered in the same manner as the debit advices. The
number shall start with the code letters of the issuing accounting unit, followed by
the serial number of the credit advice and after a slash the code letters of the
accounting unit to which credited, be followed by a serial number for that particular
accounting unit. The series for credit advices will also start from 1.
A credit advice should never be cancelled or modified by writing a letter. If for any
reason a credit advice is to be cancelled or the amount of the credit is to be
reduced, the cancellation or reduction of credit must be effected by issuing a debit
advice. Where the amount of the credit advice is to be increased, an additional
credit advice must be issued for the difference.
1. Head Offices and Field Offices will start a fresh series of numbers of debit
advices at the beginning of every financial year i.e. on the 1st of July every
year. On the 1st July, a new series, beginning with No.1, will be started by
them and this new series will cover all debits for the year to 30th June. On the
1st July, a fresh series beginning again with No.1 will be started and that series
will be continued till 30th June.
2. A debit advice relating to a particular financial year, even when issued after
the end of that financial year, will continue to have a number in the old series,
if the issuing accounting unit has recorded the transaction in its books for the
earlier year.
3. When instructions are received from the General Manager Finance (Co-ord.,
Water and Power) that the accounts for a particular financial year are to be
closed on a specified date, no further debit advices with serial numbers
pertaining to that financial year will be issued after that date, and that
particular series of numbers will be discontinued.
4. For credit advices a similar procedure will be followed regarding the starting of
a new series of numbers and discontinuing the old series. On the 1st July of
every year a new series will be started. The old series, will, however, be
continued in respect of all transactions of the previous period which are
recorded in the books of that previous period by the issuing accounting unit. On
receiving instructions from the General Manager Finance (Co-ord., Water and
Power) about the closing of the accounts of a particular year on a specified
date, no further credit advices for that financial year will be issued after that
date, and that particular series of numbers will be discontinued.
been received by him. If he finds that one or more numbers in the series are
missing he will immediately inform the accounting unit concerned.
2. The receiving Budget and Accounts Officer in a Field Office or a project will
then number the debit advice serially and enter it in a Head Office/Field
Office Debit Advice Register.
3. The serial number given by the receiving Budget and Accounts Officer and the
number and date of the debit advice will be entered in the first three
columns of the register.
4. In a case where the debit is in respect of an actual transfer of funds the
amount of the debit advice will not be entered in the register and not
analysed, as the debit to cash or bank and the credit to Head Office Current
Account will have been passed through the Cash Book. In the column
Account(s) to be debited will be entered the words Transfer of Cash. The
entry of the serial number and of the number and date of the debit advice in
the first three columns will be a memorandum entry for purposes of record
only.
5. Amounts in respect of debits to all other accounts will be taken to the column
marked Other General Ledger Account.
6. At the end of a month the register will be closed, columns added and the
aggregate of the monthly totals of the analysis of debit columns agreed with
the monthly total of the Amount of Debit Advice column.
On receipt of debit advice by an accounting unit the Budget & Accounts Officer
concerned will debit the asset or expense head by crediting the Head office current
account. Similarly on receipt of credit advice he will credit the liability/payable or
income account by debiting the Head office current account. The asset or expense
account will be credited, if credit advice is issued for correcting the amount of debit
advice already issued with the corresponding debit to the Head office current
account.
It will not be necessary for the Budget and Accounts Officer of a WAPDA accounting
unit to keep separate ledger accounts for each of the other WAPDA accounting units.
Even though all original debit and credit advices are to be sent direct to the units
which are to be debited or credited, the accounting of all these transactions will be
through the General Managers Finance (Co-ord., Water or Power). For this purpose,
a Budget and Accounts Officer of an Accounting unit or other project there will be
three accounts called Head Office Current Accounts representing Co-ord., Water
or Power. All Field Office Debit Advices will be debited, and all Field Office Credit
Advices will be credited, in the books to these Current Accounts.
All debit advices received by an accounting unit from respective the General
Managers Finance (Co-ord., Water or Power) or from any other formation within the
same wing, will be credited to Head Office Current Account. Similarly all credit
advices received from the respective General Managers Finance (Co-ord., Water or
Power) or from any of the other formation within the wing, will be debited to this
Current Account.
1. The General Managers Finance (Co-ord., Water or Power) will maintain, in his
General Ledger a separate account for each formation within the respective
Wing and all advices will be recorded in the Current Account of that office in
Head Office books. All Debit advices issued by the General Managers Finance
(Co-ord., Water or Power) against a Field Office/formation will be debited to
its Current Account and all credit advice issued in favour of that unit will be
credited to its Current Account.
2. The General Managers Finance (Co-ord., Water or Power) will credit in his
books, to the Current Accounts of a Field Office the amounts of all debit
advices issued by it and debit to its Current Account the amounts of all credit
Advices issued by it.
3. Every item debited or credited to the Current Account of a project in the
subsidiary ledger will also be debited or credited to the Project Control
Account in the General Ledger, except that whenever possible the posting to
the Control Account will be in totals.
4. At the end of every month the balance of the Projects Control Accounts in the
General Ledger will be agreed with the total of the balances of all the
individual Current Accounts in the Subsidiary Project Ledger.
On 5th of the following month, the respective General Manager Finance (Co-ord.,
Water or Power) will send to the Budget and Accounts Officer of every accounting
unit within the Wing, a transcript of the latters Current Account for that month in
Head Office Books. This statement will give the balance at the beginning of the
month, details of the transactions during the month, and the balance at the end of
the month.
On receiving this statement the Budget and Accounts Officer of the unit concerned
will check it with the Head Office Current Account in his ledger. If the closing
balance on the statement does not agree with that shown in the ledger, the Budget
and Accounts Officer will prepare a reconciliation of the two balances, and send a
copy of the reconciliation to the General Manager Finance (Co-ord., Water or
Power).
After the end of a financial year, the respective General Manager Finance (Water/
Power) will send to all projects within the respective Wing debit advices for
administration charges, and where applicable, for interest expenses as well. Till such
time as these debit advices for a particular year are received, the Budget and
Accounts Officer will not close the books finally for that year. Simultaneously with
the issue of these debit advices, the General Managers Finance (Co-ord., Water and
Power) will issue instructions about the final closing of books for that particular year,
and send to every accounting unit a supplementary statement of its Current Account,
in Head Office Books, for the month of June.
The closing balance shown on this supplementary statement will be the final balance
for that accounting unit for that financial year. The balance of Head Office Current
Account in the books of the unit must agree with the balance shown in statement
received from the General Managers Finance (Water or Power or Co-ord.)
The self financing units are the formations which work under administrative control
of a particular wing but provide services additionally to the formations of other
wing of WAPDA as well as Ex-WAPDA DISCOs, GENCOs and NTDC.
The self financing units presently administered by Power, Water and Common
Services Wings of WAPDA have been listed as below.
1. The self financing unit recovers their actual operational and establishment
cost including Supervisory overhead and Authority overhead at predetermined
rate, from time to time, from the formations receiving the services on actual
need basis. Any over/under applied expenses of said self financing unit are
adjusted at the time of determining Service charge rate for the next financial
year.
2. Purchase of physical assets of a self financing unit is financed by GM/DG
Finance of respective Wing, which is repaid by the self financing units by
charging depreciation and return on investment (ROI) in the service charges to
the beneficiary formations. While determining the service charges rates of a
self financing unit for a financial year, the ROI will be added to the
operational & establishment budget estimates of the concerned self financing
unit @ 15% of the written down value (net operating value) of the fixed assets
financed by the GM/DG Finance of the respective wing. The written down
value of assets will be taken as base of working of ROI as appearing in the
Trial Balance for the month of June of last year.
3. The store inventory, employees house building/purchases of plot and
purchase of vehicle loan are also financed by the GM/DG Finance of respective
Wings and self financing unit will repay the same by recovering the cost /loan
from the clients and the employees as the case may be as per prescribed
terms.
4. The GM/DG Finance of respective wing will fix working capital limits of each
self financing unit to meet with funding needs for purchase of inventories and
other cost incurred before receipt of services revenue by the self financing
unit. The deficit and surplus of cash balance from the working capital limits
fixed will be monitored and supported by the GM/ DG Finance of respective
wing.
5. In case, certain assets of a self financing unit are purchased through obtaining
loan from the commercial bank, these assets and loan will be accounted for in
the books of accounts of that self financing unit. The concerned self financing
unit will be responsible to repay the loan along with interest out of the funds
generated through levy of the services charges. The self financing unit will
retain proportionate share of depreciation and Return on investment for the
assets financed through said loans to service the debt on schedule.
6. In case, certain assets of a self financing unit are acquired through non
refundable Grants/ Aids, these assets and Grants/ Aids will be accounted for
in the books of accounts of that particular self financing unit and amortized
over the economical useful life of the said assets.
The financial reporting by self financing unit to the GM/DG Finance of the
respective Wing will be similar to those of, as has been prescribed for other
formations/ Field Offices of respective Wings.
WAPDA has also formed special purpose vehicle companies (SPVs) as separate legal
entities with specific objective of raising funds through issue of Sukuks. These
companies are managed as independent self financing unit. The accounting is
therefore done on the same pattern as for self-financing units.
23 TAX RETURNS
23.1 WITH-HOLDING INCOME TAX RETURNS
Accounting incharge of each DDO Office will be responsible to deduct income tax at
the prescribed rates from the claims/bills when making payments to the
contractors and suppliers. Similarly the tax shall be deducted from the salaries of
the employees. The tax so deducted shall be deposited in the Government treasury
within seven days of the deduction.
The accounting incharge will also be responsible to file the withholding tax returns
with the FBR on the due dates.
Director Tax of the office of the GMF (Power) will be responsible to file the
consolidated GST Return (Annexure-38) with FBR on the given dates, based upon
the input and output tax details received from the respective field offices of
power, water and Co-ordination wings. The GST refund or deposit will be dealt
with by the Director Tax.
The accounting incharge of each DDO office will pay the GST against GST invoice to
the supplier and will also collect GST by issuing GST invoice to the purchaser on
sale of power and scrap. He will send input/output GST details on 5th of the
following month to the Director Tax for filing consolidated GST return with FBR
alongwith the amount of the GST collected from the clients.
Based on the consolidated input/output return, the Director Tax will issue
debit/credit advice to the concerned DDO office by debit/credit to FBR and settle
the payable in cash, on materialising of refund claim from FBR.
24 REPORTING
24.1 CONTROL OVER EXPENDITURE THROUGH BUDGET CONTROL REGISTER
budgets approved for their formations. For this purpose the Budget and
Accounts Officers of the Projects will open and maintain a Budget Control
Register, for their accounting units. The specimen form for this Control
Register is appended as Annexure-39.
6. In this Control Register the annual approved budget under various major and
minor heads of accounts will be entered. Monthly, as well as the periodical
progressive expenditure till the close of the financial year should continue to
be analyzed with the monthly and the periodical proportionate budget for
each and every minor head, as far as possible. If in certain cases of works
expenditure etc. it is not possible to control it strictly in accordance with the
monthly proportionate budget then the expenditure should be controlled on
the basis of quarterly proportionate budgets. The administrative expenses
should, however, be controlled according to the monthly proportionate
budgets. Any variations during a month should be adjusted during the next
accounting month.
7. When the original budget of formation is revised during the course of the
financial year, the revised budget will be incorporated in the Control Register
at that stage and the expenditure during the remaining months of the
financial year will be controlled according to the monthly proportion of the
remaining budget.
8. At the close of the monthly accounts by 10th of the month following that to
which the expenditure relates, the Budget and Accounts Officer of a Project
will prepare expenditure statement, showing the monthly, as well as the
periodical progressive expenditure figures against the periodic progressive
budget totals, minor-head-wise and will submit the statement to his Project
Director/Chief Engineer, as the case may be with a copy to the Budget and
Accounts Officer/ Director Budget and Accounts attached with the Chief
Engineer/General Manager concerned. The B&AO will also prepare following
statement and management reports alongwith monthly expenditure
statement:
i. Trial Balance
ii. Balance Sheet statement of current month in comparison with last
financial year closed on June, 30.
iii. Profit and Loss Account of current month in comparison with same month
of previous year and Profit & Loss Account for current financial year to
date in comparison of last financial to date.
iv. Notes to Balance Sheet and Profit and Loss Account for current month in
comparison with last financial year closed.
v. Bank Reconciliation Statement with Bank Statements
vi. Inventory Movement Report
vii. Manpower sanctioned working /vacant position as of end of related
month.
viii. Pending legal cases status as of end of month.
ix. Employees Loan/Advances aging analysis at related month end.
18. The General Managers Finance (Co-ord. Water and Power) and the Manager
Finance / Director (B&A) shall occasionally pay visits to the
Projects/formations under their control, to ensure that books of accounts are
maintained strictly in accordance with the procedure approved by the
Authority and that they are always kept up to date and that suspense has not
been created unnecessarily.
1. The Authority is required, as per section 21 of the WAPDA Act 1958, to present
to the Government of Pakistan an annual report detailing the conduct of its
affairs during each year ended on June 30th. This report shall cover financial
and operational result of the year together with the details of the major
events relating to WAPDA business. This annual report is to be submitted to
the Government latest by September 30th of the following year. The office of
Secretary WAPDA is responsible for compilation of this report.
2. In order to compile consolidated report at Head Office, each DDO/Project
Director shall prepare monthly business report covering the financial,
operational and other business related activities and provide the same to its
supervisory office by 20th of next month. Each DDO/Project Director shall also
submit to its respective supervisory office, following progress report on
monthly basis:
i. Development Projects Monthly Progress Report
ii. Hydel Power Stations Monthly Form-E
iii. Self Finance Units Monthly Business Report.
3. The reports shall be examined by the respective supervisory officer before being sent
to GM Finance for his review and further action.
WAPDA shall prepare and submit all donor specific report in accordance with the
terms of loan agreement. The respective GM Finance shall be responsible for
ensuring that these donor specific reports are submitted in timely manner.
24.4 RESPONSIBILITY
APPENDICES
Annexure - 1 - Abbreviations
Abbreviations
A/C Account
ADB Asian Development Bank
ARE Assistant Resident Engineer
B&AO Budget And Account Officer
BOQ Bill Of Quantity
BPS Basic Pay Scale
CCC Central Contract Cell
CE Chief Engineer
CGU Cash Generating Unit
CIDA Canadian International Development Agency
Co-ord Co-ordination
CPPA Central Power Purchasing Agency
CRRK Chief Resident Representative Karachi
DDO Drawing & Disbursement Officer/Office
DG Director General
DGM Deputy General Manger
EAD Economic Affair Division
ECC Economic Coordination Committee
EMBF Employees Medical Benevolent Fund
EPF Employee Provident Fund
GL General Ledger
GLI Group Life Insurance
GM General Manager
GMF General Manager Finance
GOP Government Of Pakistan
GRN Good Receive Note
GST General Sales Tax
H/Q Headquarter
HR Human Resource
IAS International Accounting Standard
IC Investment Committees
IDA International Development Association
IDBP Industrial Development Bank Of Pakistan
IFRS2 International Financial Reporting Standard 2
IPC Interim Payment Certificate
IRSA Indus River System Authority
JV Journal Voucher
L/C Letter Of Credit
LPS Ledger Posting Summary
MF Manager Finance
MRS Material Requisition Slip
NEPRA National Electric Power Regulatory Authority
NIC National Insurance Company
NTDC National Transmission And Despatch Company
O&M Operations And Maintenance
Abbreviations
PD Project Director
PPA Power Purchase Agreement
PWD Public Work Department
PWF Pakistan WAPDA Foundation
RE Resident Engineer
ROI Return On Investment
SE Superintendent Engineer
SECP Security Exchange Commission Pakistan
SMB Store Measurement Book
SPV Special Purpose Vehicle
SRW Store Return Warrant
SS Cheques Superscribed Cheque
SUKUK Islamic TFC
T&P Tools And Parts
TA Travelling Allowance
TFC Term Finance Certificate
VLK Value Ledger Keeper
WAPDA Water And Power Development Authority
WEPS WAPDA Equipment Protection Scheme
WWF Workers Welfare Fund
1 ASSETS
01 Operating Fixed Assets/Costs
02 Acc. Depreciation - Operating Fixed Assets
03 Assets under Ijarah Finance
04 Accumulated Depreciation-Assets under Ijara Finance
05 Assets Subject to Finance Lease
06 Accumulated Amortization-Assets Subject to Finance Lease
08 Capital Work in Progress
09 LONG TERM INVESTMENTS
11 Lt. Advances, Deposits & Prepayments
13 Deferred Costs
14 Stores, Spare Parts and Loose Tools
15 Accounts Receivable-Trade Debtors
16 Allowance for Bad Debts-Trade Debtors
17 Production in Progress
18 Short Term Investments & Loans
20 Notes Receivable
22 Advance, Deposits and Prepayment
23 Consignment Prepayment Account
24 Inter Office Current Account
26 Current Receivable
27 Allowance for Bad Debts-Other Receivable
29 Cash and Bank Balances
2 CAPITAL AND RESERVES
30 Capital & Reserves
31 Surplus on Revaluation of Operating Fixed Assets
3 LIABILITIES
32 Redeemable Borrowed Capital
33 Liabilities Against Assets Subject To Finance Lease
34 Grants
35 Long Term Loans, Advances & Deposits
36 Deferred Liabilities & Long Term Reserves
40 Short Term Loans/Finance/Running Finance
42 Consignment Credit Account
44 Clearing Accounts
45 Creditors, Accrued and Other Liabilites
46 Short Term Deposits
4 INCOME
52 Power Sale
53 Services Income
54 Trading Income
55 Other Income
5 EXPENSES
60 Fuel Charges
61 Salaries, Wages and Other Employee Benefits
63 Repairs and Maintenance
65 Depreciation-Fixed Assets
66 Depreciation on Assets Under Ijarah
67 Amortization-Assets Subject to Finance Lease
68 Taxes & Other Charges
70 Power, Light, Gas and Water
71 Communication
73 Other General Expenses
74 Insurance Plant
75 Bad Debts/Doubtful Debts
76 Travelling Expenses
77 Advertisement & Periodicals
78 Amortization of Deffered Debits
80 Survey and Feasibility Expense
82 Legal & Professional Charges
84 Outside Services Employed
88 Vehicle Expenses:
89 Sundry Expenses
90 Management Service Charges
91 4% Return on Assets
92 Hydel Levies
94 Nepra Fees
95 Ijara Rental
96 Financial & Other Charges
97 Provision for Reserves
98 Other Charges
Depratment/
Location/ Section to Date of Revalued
Original Date of Classification Rate of
Description Custodian of whom Revaluation amount (if
Cost Acquisition of the Item Depreciation
item Depreciation (if any) any)
is charged
Depreciation Written
Date Reference
For the Year Accumulated Down Value
DEDUCTIONS
Date Bill No. Date Gross Amount Mobilization Retention Net Payable Signature
Withholding Tax Others Total Deductions
Advance Money
..Project
Dated 20
Received from.
of
the following:-
Unit of
Stock Code Description of Goods Measureme Quantity
nt
Received By
(Signature)
..
(Designation)
Distribution:
Name of Store..
Name &
GRN
Sr.No Designation of Amount of GRN
No. Date Receiving
MRS REGISTER
Name of Store..
Name &
Material Requisition Slip
Sr.No Designation of Amount of MRS
No. Date Requisiting
STOCK REGISTER
BIN CARD
.
(Godown Store Ledger/Req.)
Name of Store:-..
Unit of Measurement..
[Ruppes]
GRN SMB/MRS Name of Supplier's or
Receipts Issues Balance
Reference Designation of
Date No. Requisitionist Qty. Rate. Value. Qty. Rate. Value. Qty. Rate. Value.
Recipients
Designation SSO ASO SSK/JSK System Operator
FM/AFM
Name
Signatures
Distribution:
Original copy for Accounts Section 2nd copy for store Section 3rd copy for concerned Section
Store.. (Use Separate Page for Each Delivery From Supplier and for Each Superscribed Cheque from Own Formation)
Total GST
G.Total
Name
Designation
Signature
Book No...
From .. To...
Signature of
Price
Total Storekeeper
Item Quality Per
Item Value Issuing
Sr.No Descriptio Unit Unit
Code Stores
n Availabl
Indented Issued Rs. Rs.
e
Indent Store
Store Storekeep Material
Particul Approved Receivin
Issuing er Issuing Issued
ar and g
Officer Store on
Indented Officer/
Letters
Designation
Superscribed Cheque
Amount in Figures
Amount in Words
Note:- Separate Superscribed Cheque for each Material Indent Should be Issued.
Total
SaleTax
Name
Designation
Signature
ParticularsofDriverandTruckthroughwhichmaterialwasreceived.
CONTRACTORS
Name&Address Signature&National Vehicle/Truck NameofDriver. Signature Truck/Vehicle
ofContractor. RegistrationCardNo: RegistrationCardNo. RegistrationNo.
Condition of Store
NOTE:- (1) If the material is useable, apply the rate and stock code at which item is initially issued from store
crediting the Accounts Head previously debited. (Action to be taken by Material Returning Section)
(2) If the material is disposable apply rate and stock code determined by survey Committee
and credit be given to misc: Inc( Action to be taken by Accounts Section)
Particulars Store Returning Store Returning Store Receiving Store Receiving Valuation /
Officer Official Officer Store Keeper Coding By
Name:.
Designation
Signature
Original Copy for Account Section
2nd Copy for Store Section
3rd Copy for Sectional Head
Signature
.. ...
Divisional Officer Chief Engineer
Date of verification.______________
NAME OF STORE
NAME OF STORE KEEPER :
Signatures of
CASH BOOK
Certified that the above expenditure on the project / schemes for which funds have been requisitioned carries the
approval of the Competent Authority and the provision for the same exists in the PC-I , II and also in PSDP for the
year________ and that the total Actual Expenditures are within budget after applying the cuts if any for the year.
PROFORMA FOR REQUIREMENT OF FUNDS FOR (PROJECT NAME) DEMAND FOR THE YEAR__________ CODE ___________
Demand No._______
(Fig. in Million)
Nature of payment and Name of Work
already
paid
amount
Token
drawn
No. & Up-date
Date of Total claimed Progres Whether
Date of Amount of
A/c passing Budget now sive interest Remarks /
Sr. No. Account Head bill Now paymen
Code by for the (against total bearing or Due date
present Demanded t
Audit year this (7+8) not
ed to remarks
demand
Audit
item of
expendit
ure)
1 2 3 4 5 6 7 8 9 10 11 12
Details of Current Demand
Capital Expenditure
1 010510Land
2 011010B&CW on Free hold Land - Offices
3 012560Arms & Ammunition
4 012585Misc. Equipments (Tents & Boats)
5 012610Office Equipment
6 012620Computer & Ancillary Equipment
7 012710Furniture & Fixtures
8 012810Transportation Equipment
Sub. Total (A)
Capital Work in Progress
Oper.Building & Civil Works on Free
08xx10
9 Hold Land
10 08xx20Power Generation Plant Assets
Transmission & Transformation
08xx21
11 Equipments
12 08xx23Dams & Reservoir Assets
13 08xx24Tunnels, Weir, Head / Tail Race
14 08xx25 General / Plant Assets
15 08xx30 Other Buildings Residential / Non Residential
16 08xx35 Consultancy & Engineering
17 08xx40 Interest During Construction
18 08xx45 Custom duties, Taxes & Insurance
19 08xx50 Preliminary Expenses
20 08xx55 Project Management Expenses
21 902500Project Supervisory Expenses
Sub. Total (B)
Grand Total (A+B)
Certificate:-
1 It is certified that the demand is based on approved / passed and Pre-audited bills according to Authority rules.
2 Certified that the funds demand against this requisition have not been demanded before and the payment against this demand
has not already been made.
3 Certified that funds being demanded against this demand would not be utilized for any other purpose.
PART-I
WATER WING WAPDA
( PSDP )
DEMAND OF FUNDS FOR THE MONTH OF ,
DEMAND NO.
(Water Development)
Rs. in Million
2. Land Compensation
3. Assets
4. Works:
5. Administrative Expenses:
Pay & Allowance
House Acquisition
Travelling Expenses
Transport Cost
Daily Staff Wages
Other Admn. Expenses
(Detail attached)
Non Releasable Provisions
Over Head Charges
Central Payments
Total:-
Note:- Certified that the expenditure for which the funds have been demanded as detailed above carries the approval of the
competent authority and provision exists under PSDP Allocation for the Current Financial Year as well as is covered under cost and
scope of work as reflected in approved PC-I / PC-II.
PART-II
WATER WING WAPDA (Physical Progress)
Progressive Physical
Description of Work Achievement Achieve
Items Unit Scope as per PC-I / II on June-20xx Targets ment
Land Acres
Earth Work Mcft.
Concrete Lining Mcft.
Stone Pitching / Cft.
Stone Apron
Steel Works Cft.
Structure Nos.
Part III
Rs. in Million
Payment
made
upto Utilizatio Achieve Work
precedin Budget n ment done
Descripti g Allocatio updated Current upto Targets Progress against
on of Approved Financial n for during month Invoice/ precedin for 2013- during current
Contract value Year 2013-14 2013-14 demand I.P.C No. Physical Scope g year 14 2013-14 demand
1 2 3 4 5 6 7 8 9 10 11 12
Certificate:-
It is certified that value and scope of contracts are duly approved by the competent authority.
The following imprest holder has requested for the transfer of additional funds: -
1 2 3 4 5 6 7 8 9 10
2
Total
Rupees: -
The Budget Grant for the year ----------- is available. TheGeneral Manager (Hydel) may kindly be
requested to approve and forward the demand to General Manager Finance (Power) for the approval of
release of funds to Manager Finance (Hydel)s Power, Wapda, Napier Road, Lahore, General Imprest
Account No..with .. through M.F (H.Q).
CRRK
PROVISIONAL ADJUSTMENT ACCOUNT OF THE CONSIGNMENT/SHIPMENT
Actual Payments to
Total
Disbursement payments made be made
1 2 3=1+2
L/C opening charges
90% L/C disbursement (or actual as per PO/LC)
Shipping Guarantee (To be recorded as advance)
Shipping Guarantee recovered
Custom duty
Sales tax (To be recorded as advance)
Income tax
Excise & Taxation
Stamp duty / fee
Civil Aviation (CAA) charges
Godown rent
Sea / Air fright
Delivery order (D/O) Charges
Shipping charges
Container Security (To be recorded as advance)
Advance container detention charges
Refund of container security
Port charges (Wharfage & Demurrage)
Additional demurrage charges
Recovery of demurrage (if any)
Transportation charges
Clearing agent service charges
Surveyor charges
Other Misc. expenses
Service charges of CRRK (@ 0.5% of import value)
10% balance L/C disbursement
Total Payments (B)
Note: This format is for guidance purpose. Amendments can be made as per situations whenever necessary at
the time of issuance of provisional adjustment accounts.
LC UTILIZATION REGISTER
Particulars of
Amount Paid Balance Payment
S. No & Payments Rate of Clearance
Remarks
Date Bill/Invoce Foreign Pakistan Foreign Pakistan Exchage File No.
Date
No. Currency Currency Currency Currency
1 2 3 4 5 6 7 8 9 10
Received/Issued During.20
. .
Project/Office
Code No..
STATEMENT SHOWING DETAIL OF GST PAID & CLAIM FOR INPUT TAX
NAME OF FORMATION: ___________________________________
FOR THE MONTH OF_____________________________.
VALUE
GST GST Indent ST
SUPPLIER SUPPLIER SUPPLIER SUPPLIER SUPPLIER DOCUME PURCHAS EXCLUDI EXTRA
SR.NO INVOICE INVOICE HS CODE RATE QUANTITY UOM SALES TAX CREDIT With held
NAME GST # NTN TYPE PROVINCE NT TYPE E TYPE NG SALES TAX
NUMBER DATE NO as WH
TAX
1
2
3
4
5
6
TOTAL
Actual
Budget and Accounts Approved Budget for Proportionate Actual Expenditures
Expenditure for Balance Initial
Heads the year Budget Year to date
the month
Budget
Code Account Local Foreign Local Foreign Local Foreign Local Foreign Local Foreign A/c
B&AO
Head Asstt:
Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs.